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FY2004 Proposed Budget .,, Clerk of the Ciiruit court /rig liter Lo oun , Florida .., t ../ to? -Court General Fund 4 t 11 Anntilif& 10)7--)Dud,(tret 4.. .... t-t _I- ..4.•.' .... 0.. .,.. . ‘. • --i ., ..,, ... . „ , . .. ... ... .,,, ._ ;400006.......-..... . ; , .. For the Fiscal Year _I eginnt,.i4 !1 ctober L 2004 , County of-Collier CLERK OF THE CJRCUIT COURT Dwight E. Brock COLLIER COUNTY URT1OUSE Clerk of Courts g3301 TAMIAMI T IL EA$T Clerk of CourtsP.O. BOX 41044�} Accountant NAPLES,FLORIDA'3,4101-3044 Auditor Custodian of County Funds June 1,2004 The Honorable Donna Fiala, Chairman And Members of the Board of County Commissioners 3301 Tamiami Trail East Naples,Florida 34112 RE: Office of the Clerk of the Circuit Court-Fiscal Year 2004/2005 Budget Dear Madam Chair: hi accordance with Section 129.03 Florida Statutes, there is herein submitted a budget for the Office of the Clerk of the Circuit Court for the fiscal year ending September 30, 2005. This budget includes all adopted expenditures of the Office of the Clerk of the Court which are funded by a transfer from the General Fund of the Board of County Commissioners along with those funded from fees collected from the recording of legal documents. As you are aware,my Office has implemented the provisions of Section 28.33 of the Florida Statutes, whereby interest earned on surplus Board of County Commissioners funds, is recognized as income to the Clerk of the Circuit Court. Starting in fiscal year 2004 — 2005, the cost of managing the investment portfolio will we netted against the interest earnings. Revision 7 to Article V of the State of Florida Constitution On November 3, 1998,the voters of the State of Florida passed Revision 7, which amended Article V of the Florida Constitution. Article V deals with the State's Judicial Branch and Revision 7 significantly changed the way the Florida courts are to be funded. Prior to the passage of Revision 7, counties funded many components of the state court system and the offices of the state attorneys,public defenders, and the clerks of courts. Some of the cost counties paid were statutorily mandated while some were mandated by court decisions. Other types of expenses borne by counties include: office space, courtrooms, administrative staff, communications services, expert witnesses, interpreters, court programs, and other miscellaneous equipment and travel expenses. Revision 7 requires that the bulk of expenses associated with the courts, state attorneys, and public defenders to be funded by the state. This includes items such as court reporters, court-appointed counsel, support staff, and witness fees. In regards to clerks of courts,Revision 7: Phone - (239) 732-2646 Fax- (239) 775-2755 Website: www.clerk.collier.fl.us Email: collierclerk@clerk.collier.fl.us The Honorable Donna Fiala, Chairman June I,2004 Page ii • Directs that all excess court fines, fees, and service charges be remitted to the State as opposed to the County, • Directs all court-related operations to be funded primarily by filing fees and service charges, • Allows the courts to receive appropriate fees for court programs, • Requires the state to provide funds to the clerks of the circuit court in instances where charges cannot be levied because doing so would bar access to the courts, • Requires the state to fund any shortfalls that may exist between clerk revenues and expenses. Revision 7 requires counties to fund: • Construction or lease of facilities for all judicial officers, staff, jurors, volunteers of a tenant agency, and the public for the circuit and county courts, the public defenders' offices, state attorneys' offices, and for performing the court-related functions of the offices of the clerks of the circuit and county courts, • Maintenance,utilities, and security of the courthouse facilities, • Communications services, existing radio systems, and multi-agency criminal justice information systems, • Costs and expenses of court programs needed to meet local requirements as determined by the Legislature. In prior budget submittals, the budget was prepared in two parts including those functions related to the Clerk's role as Clerk to the Board of County Commissioners and in the role of Clerk to the Circuit and County Courts. This year's submittal includes only those budgets relating to the Clerk of the Circuit Court in his role as Clerk to the Board of County Commissioners, County Auditor, Custodian of County funds, and the Recording function. The breakdown is captured on the Budgeted Statement of Operations,which is on page 10 of this document. Any historical data has been adjusted to reflect the impacts of the implementation of Revision 7 to Article V of the Florida Constitution. This was done to enable an accurate reflection of the fiscal year 2004-2005 budget. The court-related portion of the Clerk's budget is required to be submitted to the Clerk of Courts Operations Corporation for certification and further approval by the Florida Department of Revenue. The proposed court-related budget is due to the aforementioned corporation by August 1st of each year. Budget Process The budget process for the Office of the Clerk of the Circuit Court began in March with the Clerk meeting with his Department Directors to discuss budget guidelines for fiscal year 2005. Although adjusted historical data is provided in this document, the Office of the Clerk of the Circuit Court employs a zero-base budget approach. Initial budget requests were completed during May. Budget Summary The aforementioned Budgeted Statement of Operations presents a summary of anticipated revenues and expenditures for fiscal year 2005. As indicated by this summary, revenues and expenditures are expected to decrease by 2.37 percent. The revenue portion of this summary documents the non-court revenues collected pursuant to law and the transfer from the Board of County Commissioner's ii The Honorable Donna Fiala, Chairman June 1,2004 Page iii general fund. As highlighted, the net fee portion of the revenues is expected to decrease by 20.22 percent while interest derived from surplus Board funds is expected to increase by 8.33 percent and the transfer from the general fund will decrease by .03 percent The expenditure section of this summary documents expenditures by funding source and reflects the overall decrease mentioned in the previous paragraph. Revenue Forecast Certain functions of the Office of the Clerk of the Circuit Court are funded from fees generated from operations, while others are funded by a transfer from the Board. The following is a summary of the revenues: 2004 2005 Adopted Adopted Variance Change REVENUES BY SOURCE: Operating Revenues: Charges for Services 4,899,800 3,978,700 (921,100) -18.80% Interest Income 275,000 150,000 (125,000) -45.45% 5%Statutory Reduction (258,700) (206,400) 52,300 -20.22% Net Operating Revenues 4,916,100 3,922,300 (993,800) -20.22% Board Interest 7,578,900 8,210,500 631,600 8.33% 5%Statutory Reduction (378,900) (410,500) (31,600) 8.34% Net Board Interest 7,200,000 7,800,000 600,000 8.33% Board Transfers 4,558,800 4,557,500 (1,300) -0.03% Total revenues 16,674,900 16,279,800 (395,100) -2.37% As previously stated, service charges are expected to decrease 20.22 percent. This is being driven by the recent adoption of an additional $4 per page fee to record any document in the public record. It is our expectation that this new fee, coupled with the already existing recording fee structure, will significantly reduce the total number of documents that will be recorded. Expectations are that the yield curve is going to shift upwards during this fiscal cycle. Therefore, interest derived from surplus funds is expected to increase $600,000 or 8.33 percent. Based on the conservative nature of the Clerk of the Circuit Court,the demand on the Board's general fund is expected to decrease by .03 percent. Departmental Expenditures The Office of the Clerk of the Circuit Court is divided into six functional categories. A summary of each of the expenditures of the functional categories by funding source is outlined below: iii The Honorable Donna Fiala, Chairman June 1,2004 Page iv 2004 2005 Adopted Adopted Variance Change EXPENDITURES BY SOURCE: Operating Revenue Clerk to the Board - - - 0.00% Administration and Internal Audit 209,200 211,500 2,300 1.10% Clerk of the Circuit Court 77,800 62,200 (15,600) -20.05% Clerk of the County Court - - - 0.00% Recording and Records Management 1,822,500 1,765,400 (57,100) -3.13% Management Information Systems 230,300 247,000 16,700 7.25% Total Operating Revenues 2,339,800 2,286,100 (53,700) -2.30% Board Interest Clerk of Board(Portfolio Management) - 101,000 101,000 100.00% Total Board Interest - 101,000 101,000 100.00% Board Transfer Clerk of Board 2,522,500 2,649,800 127,300 5.05% Administration and Internal Audit 477,300 475,100 (2,200) -0.46% Clerk of Circuit Court 65,400 96,000 30,600 46.79% Clerk of County Court 95,400 88,900 (6,500) -6.81% Recording and Records Management 127,200 119,700 (7,500) -5.90% Management Information Systems 1,271,000 1,128,000 (143,000) -11.25% Total transfer 4,558,800 4,557,500 (1,300) -0.03% Total Expenditures 6,898,600 6,944,600 46,000 0.67% Transfer to Board 9,776,300 9,335,200 (441,100) -4.51% Total Expenditures and Transfer 16,674,900 16,279,800 (395,100) -2.37% The majority of the decreases are reflected in capital outlay, which is forecast for fiscal year 2005 to be approximately $147,900, which represents a decrease of $299,400 or 66.93 percent when compared to fiscal year 2004. This attributable to the successful completion of several projects during the year and limited significant systems expansions programmed for the 2005 cycle. Operating expenses are forecast to increase by $281,100, or 23.75 percent when compared to fiscal year 2004. The major increase is limited to additional SAP consulting services and the expectation that the cost to maintain verbatim minutes of Board meetings is increasing. Personal services are expected to increase by$64,300 or 1.22 percent. Starting in fiscal year 2005 the cost to manage the Board of County Commissioners invest portfolio will be netted against interest earnings. Long-Term Concerns and Issues One of the long-term concerns of the Office of the Clerk of the Circuit Court is record retention and storage. As the County grows, we will continue to develop methods to efficiently store these records. During the 2004 fiscal year,we continued our program of microfilming court records in order to meet retention requirements set forth by statute and at the same time conserve floor space. iv The Honorable Donna Fiala, Chairman June 1,2004 Page v The Clerk's Office is continuing its efforts in the optical imaging arena to increase our efficiency in the duplication, storage and retrieval of documents required to be filed in the public records of the County. The County implemented the SAP financial software package on January 1, 2003. The cost required to operate and maintain this system will be significant when compared to our prior system. We will focus on trying to maintain cost where possible. As was previously stated, on November 3, 1998 Florida voters approved several revisions to the Florida Constitution. Among the changes was Revision 7 to Article V of the Constitution, which dramatically changed the way state trial courts will be funded. This issue is enormous and complex and touches many facets of state and local governments. Although we are prepared to implement on July 1, 2004,we will continue to monitor and recommend improvements at the state level. Awards The Government Finance Officers Association of the United States and Canada (GFOA) presented a Distinguished Budget Presentation Award to Collier County, Florida Clerk of the Courts for its budget for the fiscal year beginning October 1, 2003. In order to receive this award, a governmental unit must publish a budget document that meets program criteria as a policy document, as an operations guide,as a financial plan, and as a communications device. This award is valid for a period of one year only. We believe our current budget continues to conform to program requirements, and we are submitting it to GFOA to determine its eligibility for another award. Summary In summary, I believe the funding levels outlined in this budget will enable the Office of the Clerk of the Circuit Court to: • Maintain a stable work force. • Ensure the SAP financial software package meets the requirements of the Board of County Commissioners and Supervisor of Elections, as well as that of the Clerk's Office. • Continue to provide a high level of service to all citizens of Collier County that reflects our dedication to an efficient and effective operation. It is important to note that during my tenure as the Clerk of the Circuit Court, I have expanded the public services provided by the Office of the Clerk of the Circuit Court. During the same time period, I have kept the costs of these services below the increase in property values. My administration has attempted to maintain an efficient and effective operation while utilizing a limited resource base. v The Honorable Donna Fiala, Chairman June 1,2004 Page vi I would like to extend a sincere thank you to my department heads and their staffs for their continued dedication to providing quality services and for their efforts in developing this budget. If you should have any questions or need additional information regarding this budget, I would ask that you do not hesitate contacting me at(239) 732-2745. Respectfully, 1p 4 Dwight :rock Clerk of the Circuit Court DEB/jlm Enclosure • vi COLLIER COUNTY, FLORIDA CLERK OF THE CIRCUIT COURT ANNUAL BUDGET FISCAL YEAR 2004 - 2005 CLERK OF THE CIRCUIT COURT Dwight E. Brock DIRECTOR OF FINANCE AND ACCOUNTING James L. Mitchell, CIA,CFE, DIRECTOR OF COURTS Richard H. Presnell Assistant Directors of Courts Jill Lennon Darlene Muszynski Sandy Young DIRECTOR OF MANAGEMENT INFORMATION SYSTEMS Lynn Mason DIRECTOR OF INTERNAL AUDIT John P. Blaney, CPA, CFE DIRECTOR OF HUMAN RELATIONS Thomas C. Whitecotton EXECUTIVE ASSISTANT J. Walter Cross 1'A GOVERNMENT FINANCE OFFICERS ASSOCIATION Distinguished B u dg et Presentation Award PRESENTED TO Collier County Clerk of the Courts Florida For the Fiscal Year Beginning October 1, 2003 President Executive Director Clerk of the Circuit Court Collier County, Florida Non-Court General Fund Annual Budget For the Fiscal Year Beginning October 1, 2004 TABLE OF CONTENTS Description Page Clerk of Courts 1 Organization 1 Organizational Chart 2 Accounting Concepts 3 Budget Procedures 4 Operating Budget Overview 5 - 9 Budgeted Statement of Operations 10 Personnel Count 2001-2005 11 Personnel Distribution—Fiscal Year 2005 11 Staffing Summary By Department 12 2005 Revenues 13 Revenue Policy 14 Revenue Trends 2003—2005 14 Departmental Budget Summaries 15 Appropriations 2005 16 Clerk of Courts Non-Court General Fund 17- 21 Clerk to the Board 22 - 26 Clerk's Administration and Internal Audit 27- 33 Clerk of the Circuit Court 34 - 42 Clerk of the County Court 43 - 49 Records Management 50- 54 Management Information Systems 55 - 57 Reserves and Transfer 58 CLERK OF COURTS The Clerk of Courts is an elected office established by the Florida Constitution. The duties of the office are provided for by the Constitution, by act of the Florida Legislature and by order of the Court. The Florida Constitution provides that the Clerk of Courts shall be: Clerk of the Circuit Court, Clerk of the County Court, County Comptroller/Treasurer, County Auditor, County Recorder and the Secretary/Ex-officio Clerk to the Board of County Commissioners. ORGANIZATION Collier County is a political subdivision of the State of Florida pursuant to Article VIII, Section (1), Constitution of the State of Florida. It is guided by an elected Board of County Commissioners (the Board), which is governed by State statutes. In addition to the members of the Board, there are five elected constitutional officers: Clerk of Courts, Property Appraiser, Sheriff, Supervisor of Elections and Tax Collector. The Board funds a portion, or in certain instances all, of the operating budgets of the County's constitutional officers. In the case of the Clerk, the County fully funds the portion of the Clerk's duties as County Comptroller/ Treasurer, County Auditor and Secretary/Ex-officio Clerk to the Board of County Commissioners. In addition, Revision 7 to Article 5 of the State Constitution, requires the Board to fund certain components of the Florida State Court system. In order to administer the duties and functions of the office as discussed above, the Clerk has created six departments. The six departments consist of Administration and Internal Audit, Clerk to the Board, Clerk of the Circuit Court, Clerk of the County Court, Recording and Records Management and Management Information Systems. Each of these departments are organized into divisions. Each of the departments of the Clerk's Office is headed by a Director and staffed with secretarial, supervisory and technical personnel. The professional and clerical staff are grouped into categories based upon common qualifications, experience and responsibility of the position. The supervisory personnel are Supervising Senior Clerks who supervise both quality and quantity of work, as well as supervising the individual employees with respect to office policy. The Directors report to the Clerk of the Circuit Court. 1 COLLIER COUNTY CLERK OF THE CIRCUIT COURT ORGANIZATIONAL CHART 1 1 CLERKCF7IEGKIITCEEKT LBET/VE SVT I I I I I I ADIPE7R4IIOV CLERK CLERK am( 7aia�NcA\n MIN EVENT ASD 70IIE 7071E 7071E RITERDS GR1117IOV DVQR\W.A(1]'I fl?Yd) Qa7ITGZ7lT GJJ7YKLIXT 314IVICEIVENT SISTEMI .41uigmlial imireadA®u6g GinitGal GauntySidiks Pomdeg &Umig Mihsad1Ict; Cunitleday CiutyMdantirr ftrankNhilanui InientVuit Sa\Elivan Guty€a7 Cnaitlitti Gut Tiaffic Cuait.hui le M9dareltv{Vlledias 2 ACCOUNTING CONCEPTS The accounts of the Clerk are organized on the basis of funds and account groups, each of which is considered a separate accounting entity. The operations of each fund are accounted for with a separate set of self-balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures or expenses, as appropriate. Government resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which the spending activities are controlled. The purpose of the Clerk's various funds and account group is as follows: Governmental Fund Types: General Fund —to account for all resources except those required to be accounted for in another fund. Special Revenue Fund — to account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. Fiduciary Fund Types: Trust and Agency Funds —to account for the assets held by the Clerk as an agent for individuals, private organizations, other governments and/or other funds. Account Group: General Long Term Debt Account Group—to account for compensated absences. These concepts and the organization of the Office are incorporated into the account structure used by the Clerk. The account structure is organized as follows: Fund: Three digits indicating the fund type. Cost Center: Six digits indicating the department that has the authority for the administration of the fiscal matters of that department. Object Code: More specific identification of the transaction within the account structure to facilitate standardization and reporting by grouping types of items purchased or services obtained where detailed classification is needed. Based on Revision 7 to Article V of the State Constitution, the Clerk has created an accounting system that allows for the revenues and expenditures for court and non-court functions to be properly segregated. The Clerk maintains a separate General Fund for Court functions and a separate General Fund for non-court activities. Other funds include a special revenue fund, a trust fund and two agency funds. The special revenue fund is used to account for the additional $1.50 collected for each instrument recorded in the official records and for the additional $1.90 for each page that is recorded which was recently enacted by the Florida Legislature. This fund is entitled the Public Records Modernization Trust Fund. Revenues in this fund must be used for updating equipment 3 and related maintenance used in keeping the official records of the County and the $1.90 is limited to enhancing court related systems. The trust and agency funds are used to record amounts held on behalf of an individual or other entity. The general funds and special revenue fund are budgeted on a modified accrual basis. The agency funds are not budgeted. The budget is prepared in accordance with generally accepted accounting principles and follows the State Uniform Chart of Accounts. BUDGET PROCEDURES Florida Statutes Chapter 129.03(2) states that on or before June 1 of each year, the Clerk of Courts and County Comptroller shall submit to the Board of County Commissioners a tentative budget for the Clerk's office for the ensuing fiscal year. Florida Statute Chapter 218.35provides: 1.) Each county fee officer shall establish an annual budget for his office, which shall clearly reflect the revenues available to said office and the functions for which money is to be expended. The budget shall be balanced; that is, the total estimated receipts, including balances brought forward, shall equal the total estimated expenditures and reserves. The budgeting of segregated funds shall be made in such manner that the relation between program and revenue source as provided by law is retained. 2.) The clerk of the circuit court, functioning in his or her capacity as clerk of the circuit and county courts and as clerk to the board of county commissioners, shall prepare his or her budget in two parts: a.) The budget for funds necessary to perform court-related functions as provided for in s. 28.36, which shall detail the methodologies used to apportion costs between court-related and non-court-related functions performed by the clerk. b.) The budget relating to the requirements of the Clerk as Clerk of the Board of County Commissioners, County Auditor, and custodian or treasurer of all county funds and other county-related duties. 3.) Each county fee officer shall make provision for establishing a fiscal year beginning October 1 and ending September 30 of the following year, and shall report his finances annually upon the close of each fiscal year to the County fiscal offices for inclusion in the annual financial report for the County. 4 OPERATING BUDGET OVERVIEW FINANCIAL FRAMEWORK As permitted by the Florida Statutes, the Clerk has chosen to function as a fee officer. This option allows the Clerk to budget and expend fees earned by the office for expenditures incurred as clerk of courts and county recorder. Expenditures of services provided as clerk and accountant to the Board are payable directly from funds budgeted by the Board. Thus the primary source of funding is the Board transfer. All the activities of the Clerk's office funded by the above source are accounted for in the non-court general fund. By statute, all excess fees of the Clerk's office related to his role as Clerk to the Board of County Commissioners must be transferred to the Board at year-end. Thus, the Clerk retains no equity from operations from year to year. BUDGET POLICY The budget as presented in the subsequent sections was prepared in accordance with the policy directives of the Clerk's Office. These policies were established early in the budget process through briefings and memoranda from the Clerk. The policy addressed the major components of the budget: personal services, operating expenditures and capital outlay. The following is a summary of the budget policy in each of these areas. Personal Services — The department budgets were prepared using the increases recommended by the Board of County Commissioners. Operating Expenditures — The policy directive regarding operating expenditures was to maintain expenditures at the current level to the extent possible. Capital Outlay — Only purchases necessary for the effective operation of the agency were budgeted for 2005. PERFORMANCE MEASUREMENT Throughout the year, budget performance is monitored monthly through reports generated by the Clerk's Finance and Accounting Department, including detailed revenue and expenditure reports. These reports give information on revenues and expenditure amounts including budgeted amounts, actual receipts and expenditures for the month and year to date. Department Directors review these reports and follow up where unfavorable variances are indicated. Likewise, at mid-year all accounts are reviewed and budget amendments are recommended based upon revised financial forecasts or expenditure estimates. 5 OPERATING BUDGET OVERVIEW The exhibit on page 10 summarizes the amended budget for 2004 and the adopted budget for 2005 with a comparison of the two years by dollars and percent change. The expenditure section of this exhibit is further divided into activities funded by the Board transfer and other non-court fees. In Fiscal Year 2002, the Clerk began reporting interest income derived from surplus County funds as revenue to the Clerk of the Circuit Court as outlined in Chapter 28.33, of the Florida Statutes. For comparative purposes, the interest from surplus County funds are not included in net fees of the Clerk's Office and are highlighted as a separate source of revenue. Revision 7 to Article V of the Florida Constitution On November 3, 1998, the voters of the State of Florida passed Revision 7, which amended Article V of the Florida Constitution. Article V deals with the State's Judicial Branch and Revision 7 significantly changed the way the Florida courts are to be funded. Prior to the passage of Revision 7, counties funded many components of the state court system and the offices of the state attorneys, public defenders, and the clerks of courts. Some of the cost counties paid were statutorily mandated while some were mandated by court decisions. Other types of expenses borne by counties include: office space, courtrooms, administrative staff, communications services, expert witnesses, interpreters, court programs, and other miscellaneous equipment and travel expenses. Revision 7 requires that the bulk of expenses associated with the courts, state attorneys, and public defenders to be funded by the state. This includes items such as court reporters, court-appointed counsel, support staff, and witness fees. In regards to clerks of courts,Revision 7: • Directs that all excess court fines, fees, and service charges be remitted to the State as opposed to the County, • Directs all court-related operations to be funded primarily by filing fees and service charges, • Allows the courts to receive appropriate fees for court programs, • Requires the state to provide funds to the clerks of the circuit court in instances where charges cannot be levied because doing so would bar access to the courts, • Requires the state to fund any shortfalls that may exist between clerk revenues and expenses. Revision 7 requires counties to fund: • Construction or lease of facilities for all judicial officers, staff,jurors, volunteers of a tenant agency, and the public for the circuit and county courts, the public defenders' offices, state attorneys' offices, and for performing the court-related functions of the offices of the clerks of the circuit and county courts, • Maintenance,utilities,and security of the courthouse facilities, • Communications services, existing radio systems, and multi-agency criminal justice information systems, 6 • Costs and expenses of court programs needed to meet local requirements as determined by the Legislature. In prior budget submittals, the budget was prepared in two parts including those functions related to the Clerk's role as Clerk to the Board of County Commissioners and in the role _ of Clerk to the Circuit and County Courts. This year's submittal includes only those budgets relating to the Clerk of the Circuit Court in his role as Clerk to the Board of County Commissioners, County Auditor, Custodian of County funds, and the Recording function. Any historical data has been adjusted to reflect the impacts of the implementation of Revision 7 to Article V of the Florida Constitution. This was done to enable an accurate reflection of the fiscal year 2004-2005 budget. The impacts of Revision 7 to Article 5 of the Florida Constitution have been factored into the fiscal year 2004-2005 budget. These impacts have drastically affected the manner in which the budget is prepared but also presented. Outlined below is the methodology incorporated in this document to comply with Revision 7. The Clerk's Office is currently divided into six operating units; Administration and Internal Audit, Clerk to the Board of County Commissioners, Clerk to the Circuit Court, Clerk to the County Court, Recording and Records Management, and Management Information Systems. Of these only the Clerk to the Board of County Commissioners is considered a direct operating unit for the Board and as such is funded 100 percent from a transfer from the General Fund of the Board. Clerk's Administration including Clerk's Bookkeeping along with the Records Management Department are considered indirect units with their cost shared amongst all operating units of the Clerk's Office. Based on recommendations from the Florida Association of Circuit Courts along with the Florida Department of Revenue this allocation is done on an FTE basis. Based on this calculation, approximately 18.5 percent of the total cost is being allocated to Board related functions and the remainder to non-Board functions. Internal audit is allocated based on the number of employees dedicated to either Board or non-Board functions. Currently 3 of the 5 FTE's in Internal Audit are assigned strictly to Board related activities. This yields a 60 percent allocation to the Board. Management Information Systems provides information technology services to the Board of County Commissioners, The Clerk of the Circuit Court, and the judiciary. The methodology utilized in allocating their costs is twofold and includes identifying costs that are directly attributable to a particular agency and the allocating the remaining costs. The remaining costs are allocated based on the resources expended in the prior fiscal cycle. Approximately $817,1000 is directly attributable to Board activities, which includes recurring costs of maintaining the SAP financial software package. 7 Although Revision 7 shifted the bulk of the cost of the court system from the County, it still requires the Board to fund certain elements, including: • Construction or lease of facilities for all judicial officers, staff, jurors, volunteers of a tenant agency, and the public for the circuit and county courts, the public defenders' offices, state attorneys' offices, and for performing the court-related functions of the offices of the clerks of the circuit and county courts, • Maintenance,utilities,and security of the courthouse facilities, • Communications services, existing radio systems, and multi-agency criminal justice information systems, • Costs and expenses of court programs needed to meet local requirements as determined by the Legislature These costs have been identified and are included in both the Clerk to the Circuit Court and Clerk to the County Court operating units. Highlights This budget was prepared in a manner that would allow the reader to accurately compare the fiscal year 2004 — 2005 budget with prior fiscal cycles. In essence, prior numbers were adjusted to reflect Revision 7 impacts. This budget includes a increase in expenditures of .67 percent when compared to the prior fiscal cycle. The majority of the decreases are reflected in capital outlay, which is forecast for fiscal year 2005 to be approximately $147,900, which represents a decrease of$299,400 or 66.93 percent when compared to fiscal year 2004. This attributable to the successful completion of several projects during the year and limited significant systems expansions programmed for the 2005 cycle. Operating expenses are forecast to increase by $281,100, or 23.75 percent when compared to fiscal year 2004. The major increase is limited to additional SAP consulting services and the expectation that the cost to maintain verbatim minutes of Board meetings is increasing. Personal services are expected to Increase by $64,300 or 1.22 percent. This is due to current allocation methodologies and more FTE's being programmed in the Court-related arena. Although there are 12 expanded FTE's programmed for this fiscal cycle, 10 of them are Court-related and have limited impact on this budget. Management Information Systems has programmed one FTE for this cycle, which is funded in part by the transfer from the General Fund of the Board. The Board's cost for this FTE is $43,800. Finance and Accounting has programmed an additional FTE to assist in seamless integration of additional system functionality along with complex contract review at a cost to the General Fund of $115,700. In summary, the funding levels outlined in this budget will enable the Office of the Clerk of the Circuit Court to: • Maintain a stable work force. 8 • Ensure the SAP financial software package meets the requirements of the Board of County Commissioners and Supervisor of Elections, as well as that of the Clerk's Office. • Continue to provide a high level of service to all citizens of Collier County that reflects our dedication to an efficient and effective operation. 9 CLERK OF COURTS BUDGETED STATEMENT OF OPERATIONS DOLLAR AND PERCENT CHANGES 2004 VS. 2005 (Adjusted to reflect the impact of Revision 7 to Article 5 of the State Constitution) 2004 2005 % Adopted Adopted Variance Change REVENUES BY SOURCE: Operating Revenues: Charges for Services 4,899,800 3,978,700 (921,100) -18.80% Interest Income 275,000 150,000 (125,000) -45.45% 5%Statutory Reduction (258,700) (206,400) 52,300 -20.22% Net Operating Revenues 4,916,100 3,922,300 (993,800) -20.22% Board Interest 7,578,900 8,210,500 631,600 8.33% 5%Statutory Reduction (378,900) (410,500) (31,600) 8.34% Net Board Interest 7,200,000 7,800,000 600,000 8.33% Board Transfers 4,558,800 4,557,500 (1,300) -0.03% Total revenues 16,674,900 16,279,800 (395,100) -2.37% EXPENDITURES BY SOURCE: Operating Revenue Clerk to the Board - - - 0.00% Administration and Internal Audit 209,200 211,500 2,300 1.10% Clerk of the Circuit Court 77,800 62,200 (15,600) -20.05% Clerk of the County Court - - - 0.00% Recording and Records Management 1,822,500 1,765,400 (57,100) -3.13% Management Information Systems 230,300 247,000 16,700 7.25% Total Operating Revenues 2,339,800 2,286,100 (53,700) -2.30% Board Interest Clerk of Board(Portfolio Management) - 101,000 101,000 100.00% Total Board Interest - 101,000 101,000 100.00% Board Transfer Clerk of Board 2,522,500 2,649,800 127,300 5.05% Administration and Internal Audit 477,300 475,100 (2,200) -0.46% Clerk of Circuit Court 65,400 96,000 30,600 46.79% Clerk of County Court 95,400 88,900 (6,500) -6.81% Recording and Records Management 127,200 119,700 (7,500) -5.90% Management Information Systems 1,271,000 1,128,000 (143,000) -11.25% Total transfer 4,558,800 4,557,500 (1,300) -0.03% Total Expenditures 6,898,600 6,944,600 46,000 0.67% Transfer to Board 9,776,300 9,335,200 (441,100) -4.51% Total Expenditures and Transfer 16,674,900 16,279,800 (395,100) -2.37% 10 PERSONNEL COUNT 2001 -2005 2001 2002 2003 2004 2005 Department Actual Actual Actual Approved Approved - Administration and Internal Audit 18.75 15.5 16 16 16 Clerk to the Board 34.5 37 38 38 39 Clerk of the Circuit Court 49 50.26 51.77 57.21 62.3 Clerk of the County Court 59.25 67.31 69.8 72.2 77.11 Recording and Records Management 27.25 28.99 31.49 38.24 38.24 Management Information Systems 22 24 26 27 28 Total Employees 210.75 223.06 233.06 248.65 260.65 80- i 60 — l' 40- 20 I 1 Wil 1 Mr I Mr 1 , 2001 2002 2003 2004 2005 0Administration and Internal Audit •aerk to the Board ID Clerk of the Circuit Court 0 aerk of the County Court •Recording and Records Management 0 Management Information Systems PERSONNEL DISTRIBUTION-FISCAL YEAR 2005 Management Information Systems -II Administration 11% and Internal Audit Recording and 6% Clerk to the Board Records IS% Management 15% F .s- lerk of the Circuit Clerk of the Court County Court 241)/0 29% 11 STAFFING SUMMARY BY DEPARTMENT FISCAL YEAR 2005 Present Staff Anticipated New Staff Department Level Additions Level - Administration and Internal Audit Clerk's Administration 5.00 0.00 5.00 Clerk's Bookkeeping 6.00 0.00 6.00 Internal Audit 5.00 0.00 5.00 Total Administration and Internal Audit 16.00 0.00 16.00 Clerk to the Board Finance and Accounting 34.00 1.00 35.00 Board Minutes and Records 4.00 0.00 4.00 Total Clerk to the Board 38.00 I.00 39.00 Clerk of the Circuit Court Circuit Civil 21.50 3.70 25.20 Circuit Felony 21.43 1.39 22.82 SAVE Program 1.15 0.00 1.15 Jury Management 2.00 0.00 2.00 Circuit Probate 7.05 0.00 7.05 Juvenile 4.08 0.00 4.08 Total Clerk of the Circuit Court 57.21 5.09 62.30 Clerk of the County Court County Satellites 13.75 1.00 14.75 County Misdemeanor 25.97 1.61 27.58 County Civil 12.27 2.30 14.57 County Traffic 14.36 0.00 14.36 Court Collections 5.85 0.00 5.85 Total Clerk of the County Court 72.20 4.91 77.11 Recording and Records Management Recording 30.19 0.00 30.19 Records Management 8.05 0.00 8.05 Total Recording and Records Management 38.24 0.00 38.24 Management Information Systems 27.00 1.00 28.00 Total Staff 248.65 12.00 260.65 12 2005 REVENUES (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Net Operating Board Transfer Revenues 28°1° — 24% El Net Operating Revenues •Net Board Interest ❑Board Transfer Net Board Interest 48% Adopted Adopted Revenues by Major Class 2004 2005 Variance Percent Charges for Services 4,899,800 3,978,700 (921,100) -18.80% Clerk Interest 275,000 150,000 (125,000) -45.45% 5% Statutory Reduction (258,700) (206,400) 52,300 -20.22% Total Charges for Services 4,916,100 3,922,300 (993,800) -20.22% Board Interest 7,578,900 8,210,500 631,600 8.33% 5% Statutory Reduction (378,900) (410,500) (31,600) 8.34% Net Board Interest 7,200,000 7,800,000 600,000 8.33% Board Transfer 4,558,800 4,557,500 (1,300) -0.03% Total Revenue 16,674,900 16,279,800 (395,100) -2.37% 13 REVENUE POLICY User charges for services derived by the Clerk for services rendered are classified as fees and are available to offset certain functions of the Clerk's Office. These fees are collected by the Clerk and are deposited into the Clerk's Non-Court General Fund. In addition, this general fund is financed by intra-governmental transfers from the Board of County Commissioners for services provided. Chapter 28, Florida Statutes, is the principal authority and establishes the rates for these fees. Information regarding specific fees is available on the Clerk's internet site at www.clerk.collier.fl.us. The statutes also govern interest earnings and investment activities. The Clerk is a member of the Local Government Surplus Trust Fund that is administered by the State Board of Administration (SBA). Funds that are not transferred to the State investment pool are maintained in the local depository. Revenues are forecast based on current and historical activity levels in addition to any action taken at the State level that would impact the revenue stream. Note that the Clerk establishes a 5 percent reserve against projected fee revenues. Revenue Trends 2003 - 2005 (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) 10,000,000 - 9,000,000 8,000,000 7,000,000 6,000,000 0 Net Charges for Services 5,000,000 •Net Board Interest 4,000,000 — ❑Board Transfer 3,EE E2, 2003 2004 2005 Actual Adopted Adopted 14 CLERK OF THE COURTS DEPARTMENTAL BUDGET SUMMARIES DOLLAR &PERCENT CHANGES 2004 TO 2005 (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) • 2004 2005 Percent Department/Obiect Class Adopted Adopted Variance Change Clerk's Administration Personal Services 540,200 554,200 14,000 2.59% Operating Expense 117,900 119,100 1,200 1.02% Capital Outlay 28,400 13,300 (15,100) -53.17% Total 686,500 686,600 100 0.01% Clerk to the Board Personal Services 2,232,500 2,387,000 154,500 6.92% Operating Expense 253,800 344,600 90,800 35.78% Capital Outlay 36,200 19,200 (17,000) -46.96% Total 2,522,500 2,750,800 228,300 9.05% Clerk to the Circuit Court Personal Services 59,300 58,600 (700) 0.00% Operating Expense 66,900 80,600 13,700 20.48% Capital Outlay 17,000 19,000 2,000 11.76% Total 143,200 158,200 15,000 10.47% Clerk to the County Court Personal Services - - - 0.00% Operating Expense 78,400 78,900 500 0.64% Capital Outlay 17,000 10,000 (7,000) -41.18% Total 95,400 88,900 (6,500) -6.81% Recording and Records Management Personal Services 1,586,200 1,627,900 41,700 2.63% Operating Expense 241,100 229,800 (11,300) -4.69% Capital Outlay 122,400 27,400 (95,000) -77.61% Total 1,949,700 1,885,100 (64,600) -3.31% Management Information Systems Personal Services 849,400 704,200 (145,200) -17.09% Operating Expense 425,600 611,800 186,200 43.75% Capital Outlay 226,300 59,000 (167,300) -73.93% Total 1,501,300 1,375,000 (126,300) -8.41% Summary Personal Services 5,267,600 5,331,900 64,300 1.22% Operating Expense 1,183,700 1,464,800 281,100 23.75% Capital Outlay 447,300 147,900 (299,400) -66.93% Total Expenditures 6,898,600 6,944,600 46,000 0.67% 15 APPROPRIATIONS 2005 (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) 2003 2004 2005 Department Actual Adopted Adopted Administration and Internal Audit 632,422 686,500 686,600 Clerk of the Board 2,154,153 2,522,500 2,750,800 Clerk of the Circuit Court 183,571 143,200 158,200 Clerk of the County Court 118,006 95,400 88,900 Recording and Records Management 1,504,793 1,949,700 1,885,100 Management Information Systems 1,075,493 . 1,501,300 1,375,000 Total 5,668,438 6,898,600 6,944,600 Management Administration and information Systems Internal Audit 20% 10% Recording an. Clerk ofthe Board Records 40 Management 27% Clerk of the County Court 1% Clerk ofthe Circuit ▪Administration and Internal Audit •Clerk of the Board o Clerk of the Circuit Court o Clerk of the County Court •Recording and Records Management ®Management Information Systems 16 Clerk of the Circuit Court Non-Court General Fund Y �.- .a 4 I Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals To perform the statutory and constitutional responsibilities of the Office of the Clerk of the Circuit Court in the most efficient and effective manner. %of Total FY 05 Less Net Programs FTE's Personnel Costs Revenues Cost Administration and Internal Audit 16.00 6.14% 686,600 211,500 475,100 Clerk to the Board 38.00 14.58% 2,635,100 101,000 2,534,100 Clerk to the Circuit Court 57.21 21.95% 148,900 62,200 86,700 Clerk to the County Court 72.20 27.70% 77,700 - 77,700 Recording and Records Management 38.24 14.67% 1,885,100 1,765,400 119,700 Management Information Systems 27 10.36% 1,321,600 237,400 1,084,200 Subtotal 248.65 95.40% 6,755,000 2,377,500 4,377,500 Expanded Services Administration and Internal Audit 0.00 0.00% - - - Clerk to the Board 1.00 0.38% 115,700 - 115,700 Clerk to the Circuit Court 5.09 1.95% 9,300 - 9,300 Clerk to the County Court 4.91 1.88% 11,200 - 11,200 Recording and Records Management 0.00 0.00% - - - Management Information Systems 1.00 0.38% 53,400 9,600 43,800 Grand Total 260.65 100.00% 6,944,600 2,387,100 4,557,500 17 Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Operating Expenses Personal Services 4,372,568 5,267,600 5,126,600 5,167,300 164,600 5,331,900 64,300 1.22% Operating Expenses 1,063,051 1,183,700 1,165,740 1,453,900 10,900 1,464,800 281,100 23.75% Capital Expenses 232,819 447,300 249,800 133,800 14,100 147,900 -299,400 -66.93% Total 5,668,438 6,898,600 6,542,140 6,755,000 189,600 6,944,600 46,000 0.67% Transfer Transfer to the General Fund 13,201,947 9,776,300 11,318,160 9,335,200 0 9,335,200 -441,100 -4.51% Total Transfer 13,201,947 9,776,300 11,318,160 9,335,200 0 9,335,200 -441,100 -4.51% Total Operating Expenses and Transfer 18,870,385 16,674,900 17,860,300 16,090,200 189,600 16,279,800 -395,100 -2.37% Revenues Operating Revenues Clerk Fees 5,767,362 5,174,800 5,301,500 4,118,600 10,100 4,128,700 (1,046,100) -20.22% Negative 5%Estimated Revenue - (258,700) - (205,900) (500) (206,400) 52,300 -20.22% Total Operating Revenue 5,767,362 4,916,100 5,301,500 3,912,700 9,600 3,922,300 (993,800) -20.22% Board Interest 9,144,623 7,578,900 8,000,000 8,210,500 - 8,210,500 631,600 8.33% 5%Statutory Reduction - (378,900) - (410,500) - (410,500) (31,600) 8.34% Total Board Interest 9,144,623 7,200,000 8,000,000 7,800,000 - 7,800,000 600,000 8.33% Transfer Transfer from General Fund 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Total Transfer 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Total Revenues and Transfer 18,870,385 16,674,900 17,860,300 16,090,200 189,600 16,279,800 (395,100) -2.37% Permanent Positions 233.60 249.65 248.65 248.65 12.00 260.65 11.00 4.41% A comparison of funding sources for FY 04 and FY 05 are as follows: Current Expanded Source FY04 FY05 Services Total Clerk Fees 2,339,800 2,377,500 9,600 2,387,100 Board Transfer 4,558,800 4,377,500 180,000 4,557,500 Total 6,898,600 6,755,000 189,600 6,944,600 Forecast 03/04 Based on historical trends and the Clerk of the Circuit Courts conservative approach,total expenditures are forecast to be$365,500 below the FY 2004 appropriations. Favorable variances are anticipated in each appropriation unit as follows: Personal Services$141,000,Operating Expenses$17,960,and Capital Expenses$197,500. Each of these variances are highlighted in each functional activity which is included within this budget. Revenues including interest income from surplus County funds,are forecast to exceed budget by approximately$1,185,400. This is representative of fee income and documents the continuing growth in the Recording function. Current 04/05.: Current services cost decreased by 1.01 percent when compared to FY 2003. The majority of the decrease is in capital outlay which is$313,500 less tan the prior cycle. Personal services decreased by$100,300 while operating expenses increased by$270,200. Each of these variances are highlighted in each functional activity which is included within this budget. Interest income generating on surplus Board funds is expected to increase to$8,210,500. However,total revenue is expected to decrease due to the recent increase of fees imposed on the recording of documents. It is anticipated that this increase will reduce the overall number of documents being recorded. Expanded 04/05 An additional 12 FTE's are included. The expanded services are primarily programmed in the courts area with 10 new FTE's. The only cost borne by the Board for these positions are those mandated by Revsison 7 to Article 5 of the State Constitution. MIS is programmed for I FTE and recognizes the increasing workload in that department. There is one additional FTE programmed for Clerk to the Board which is a high level position which includes legal,accounting and systems knowledge. 18 Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change Operating Revenues 341100 RECORDING OF LEGAL INSTRUMENTS 4,073,300 3,546,100 3,574,900 2,789,900 10,100 2,800,000 (746,100) -21.04% 341120 DOCUMENTARY STAMP COMMISSIONS 997,500 870,000 1,100,000 725,000 - 725,000 (145,000) -16.67% 341410 POSTAGE-DOCUMENTS 8,300 10,000 6,000 7,000 - 7,000 (3,000) -30.00% 341438 SALES OF COMPACT DISCS - - 100 100 - 100 100 100.00% 341439 SALES OF MICROFILM COPIES 35,000 25,000 18,000 20,000 - 20,000 (5,000) -20.00% 341440 SALES OF XEROX COPIES - 1,500 - - - - (1,500) -100.00% 341442 COPIES 106,400 104,000 100,000 87,000 - 87,000 (17,000) -16.35% 341443 VALUE ADJUSTMENT PETITION 2,900 - - - - - - 0.00% 341444 PLAT COPIES 2,700 3,000 4,100 3,300 - 3,300 300 10.00% 341490 MISCELLANEOUS FEES 70,300 85,000 79,500 80,000 - 80,000 (5,000) -5.88% 341721 SAVE REGISTRATION FEES 2,700 2,200 2,200 2,200 - 2,200 - 0.00% 341722 RENEWAL REGISTRATION 1,950 1,500 1,500 1,500 - 1,500 - 0.00% 341723 COURT ORDER FEES 900 1,800 1,200 1,500 - 1,500 (300) -16.67% 341754 REGISTRY OF COURT SERVICE CHARGE 7,300 7,000 12,000 8,000 - 8,000 1,000 14.29% 341756 MARRIAGE LICENSES 62,700 60,000 64,000 60,000 - 60,000 - 0.00% 341758 TAX DEED CLERK FEE 39,600 20,000 24,000 22,000 - 22,000 2,000 10.00% 341762 COURT ATTENDANCE FEES - 100 - - - - (100) -100.00% 341774 PASSPORT FEES CIRCUIT 176,400 145,000 147,000 145,000 - 145,000 - 0.00% 341778 HOME SOLICITATION 12 100 200 100 - 100 - 0.00% 341779 MARRIAGE CEREMONY PERFORMED 11,700 13,000 12,800 12,000 - 12,000 (1,000) -7.69% 341981 LOBBYIST - 4,500 4,000 4,000 - 4,000 (500) -11.11% 361170 INTEREST-SBA(Board Funds) - 400,000 422,225 433,300 - 433,300 33,300 8.33% 361180 INVESTMENT INCOME(Board Funds) 9,144,623 7,178,900 7,577,775 7,777,200 - 7,777,200 598,300 8.33% 361310 INTERES-CLERK FUNDS 167,700 275,000 150,000 150,000 - 150,000 (125,000) -45.45% Subtotal Operating Revenue 14,911,985 12,753,700 13,301,500 12,329,100 10,100 12,339,200 (414,500) -3.25% Reserves 489900 NEGATIVE 5%OF ESTIMATED REVENUE - (637,600) - (616,400) (500) (616,900) 20,700 -3.25% Total Reserves - (637,600) - (616,400) (500) (616,900) 20,700 -3.25% Total Operating Revenues 14,911,985 12,116,100 13,301,500 11,712,700 9,600 11,722,300 (393,800) -3.25% Non-Operating Revenues 486920 TRANSFER FROM THE BOARD 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Total Non-Operating Revenues 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Total Non-Court General Fund Revenue 18,870,385 16,674,900 17,860,300 16,090200 189,600 16,279,800 (395,100) -2.37% • 19 Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change Personal Services 511100 SALARIES-ELECTED OFFICIALS 41,373 43,700 41,200 41,700 - 41,700 (2,000) -4.58% 512100 REGULAR SALARIES 3,094,888 3,644,200 3,618,600 3,542,000 127,700 3,669,700 25,500 0.70% 514100 OVERTIME 109,679 88,600 96,700 82,000 - 82,000 (6,600) -7.45% 521100 SOCIAL SECURITY MATCHING 238,547 291,200 286,600 280,500 9,800 290,300 (900) -0.31% 522100 RETIREMENT-REGULAR 200,936 274,500 281,500 279,300 9,900 289,200 14,700 5.36% 522500 RETIREMENT-ELECTED OFFICALS 5,290 6,700 6,200 6,600 - 6,600 (100) -1.49% 523150 LIFE&HEALTH AGGREGATE PREMIUM 647,736 883,000 762,400 900,000 16,500 916,500 33,500 3.79% 523160 LIFE PREMIUM 13,001 17,600 17,300 17,900 700 18,600 1,000 5.68% 524100 WORKER'S COMPENSATION-REGULAR 13,142 12,700 7,400 13,100 - 13,100 400 3.15% 525100 UNEMPLOYMENT COMPENSATION 4,093 5,400 8,700 4,200 - 4,200 (1,200) -22.22% 528100 ALLOWANCES-MOVING EXPENSES 3,884000%_ - - - - - Total Personal Services 4,372,568 5,267,600 5,126,600 5,167,300 164,600 5,331,900 64,300 1.22% Operating Expenses 631100 LEGAL FEES 12,974 13,300 19,400 13,500 - 13,500 200 1.50% 631990 OTHER PROFESSIONAL FEES - 500 1,400 500 - 500 - 0.00% 634210 DATA PROCESSING-OFFICE AUTOMATION: 2820.00%- - - - - - 634801 SUBPOENA SERVICES - 200 - - - (200) -100.00% 634999 OTHER CONTRACTUAL SERVICES 386,444 290,000 356,400 587,000 - 587,000 297,000 102.41% 640200 MILEAGE REIMBURSEMENT-REGULAR 307 500 800 600 _ 600 100 20.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 18,068 31,900 26,100 36,100 - 36,100 4,200 13.17% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN 3,815 4,500 1,200 1,300 - 1,300 (3,200) -71.11% 640390 PER DIEM-OTHER CHARGES 605 1,300 600 600 - 600 (700) -53.85% 640400 MOTOR POOL MILEAGE CHARGES - 400 300 400 - 400 - 0.00% 640410 MOTOR POOL RENTAL CHARGE 25 2,400 1,100 1,500 - 1,500 (900) -37.50% 641100 TELEPHONE-BASE COST 2,876 6,900 2,500 4,400 400 4,800 (2,100) -30.43% 641200 TELEPHONE-TOLL CALLS 6,930 18,000 13,700 16,200 400 16,600 (1,400) -7.78% 641210 FAX CHARGES 2,205 3,000 2,500 5,000 200 5,200 2,200 73.33% 641230 TELEPHONE ACCESS CHARGES 14,074 1,500 8,900 6,300 - 6,300 4,800 320.00% 641300 TELEPHONE-INSTALLATIONS - 1,300 300 1,000 - 1,000 (300) -23.08% 641400 TELEPHONE-DIRECT LINE 12,351 45,000 47,100 27,900 300 28,200 (16,800) -37.33% 641600 TELEPHONE-EXTRAS 2,266 900 200 500 - 500 (400) -44.44% 641900 TELEPHONE-ALLOCATED 58,737 61,900 63,200 64,700 1,400 66,100 4,200 6.79% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 63,040 47,600 58,200 59,000 - 59,000 11,400 23.95% 644600 RENT-EQUIPMENT 37,348 54,200 45,700 55,900 1,100 57,000 2,800 5.17% 644620 LEASE-EQUIPMENT 36,748 40,000 35,540 41,600 1,000 42,600 2,600 6.50% 645260 AUTO INSURANCE 423 400 400 400 - 400 - 0.00% 645490 EMPLOYEE NOTARY BONDS - 100 100 200 - 200 100 100.00% 646180 BUILDING R&M-I.S.F.BILLINGS 1,812 6,800 6,800 14,200 5,000 19,200 12,400 182.35% 646410 AUTOS&TRUCKS R&M-OUTSIDE VENDOR; - 200 200 - _ - (200) -100.00% 646420 AUTO&TRUCKS-TIRES&BATTERIES - 400 100 400 - 400 - 0.00% 646430 FLEET MAINTENANCE I.S.F.-LABOR&OVER] 284 - - - - - - 0.00% 646440 FLEET MAINTENANCE I.S.F.-PARTS 374 - - 100 - 100 100 100.00% 646445 FLEET NON-MAINTENANCE ISF-PARTS&SI 101 200 400 300 - 300 100 50.00% 646710 OFFICE EQUIPMENT R&M 77,154 75,200 49,900 75,100 200 75,300 100 0.13% 646910 DATA PROCESSING EQUIPMENT R&M 168,347 277,600 235,500 244,900 - 244,900 (32,700) -11.78% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 9,592 10,500 8,300 8,400 - 8,400 (2,100) -20.00% 647230 MICROFICHE SERVICES(COM)OUTSIDE VEP 3,633 6,700 2,100 2,200 - 2,200 (4,500) -67.16% 648110 LEGAL ADS 1,211 - 1,700 2,200 - 2,200 2,200 100.00% 648160 OTHER ADS 3,420 3,400 3,100 1,900 - 1,900 (1,500) -44.12% 649100 LEGAL ADVERTISING - 1,700 200 200 - 200 (1,500) -88.24% 649930 CREDIT CARD DISCOUNT FEE 5,251 2,500 2,300 2,400 - 2,400 (100) -4.00% 649990 OTHER MISCELLANEOUS SERVICES 284 300 500 400 - 400 100 33.33% 651110 OFFICE SUPPLIES-GENERAL 55,387 54,300 55,300 58,700 100 58,800 4,500 8.29% 651210 COPYING CHARGES - 1,000 800 700 - 700 (300) -30.00% 651910 MINOR OFFICE EQUIPMENT 3,491 15,750 10,000 14,700 800 15,500 (250) -1.59% 651930 MINOR OFFICE FURNITURE 2,960 14,250 9,800 13,000 - 13,000 (1,250) -8.77% 651950 MINOR DATA PROCESSING EQUIPMENT 16,499 11,400 10,500 10,200 - 10,200 (1,200) -10.53% 652110 CLOTHING&UNIFORM PURCHASES 1,031 - - _ _ - - 0.00% 652210 FOOD-OPERATING SUPPLIES 881 1,100 800 1,100 - 1,100 - 0.00% 652490 FUEL&LUBRICANTS-I.S.F BILLINGS 322 200 200 200 - 200 - 0.00% 652830 MICROFILM SUPPLIES&PROCESSING 11,743 9,600 16,200 26,500 - 26,500 16,900 176.04% 652910 MINOR OPERATING EQUIPMENT 605 1,400 500 500 - 500 (900) -64.29% 652920 COMPUTER SOFTWARE UNDER$500 6,573 8,000 5,700 3,800 - 3,800 (4,200) -52.50% 652990 OTHER OPERATING SUPPLIES - 900 4,400 4,700 - 4,700 3,800 422.22% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 7,625 9,100 6,600 7,200 - 7,200 (1,900) -20.88% 654210 DUES&MEMBERSHIPS 7,253 7,800 7,200 7,400 - 7,400 (400) -5.13% 654310 TUITION 90 - - - - - - 0.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 17,610 37,600 41,000 27,900 - 27,900 (9,700) -25.80% Total Operating Expenses 1,063,051 1,183,700 1,165,740 1,453,900 10,900 1,464,800 281,100 23.75% 20 I Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) I Object FY2003 FY2004 Forecast Current Expanded Total Increase] Percent I Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Capital Outlay 764110 AUTOS AND TRUCKS 14,524 - - - - - - 0.00% 764110 VEHICLES - - - 2,000 - 2,000 2,000 100.00% 764310 OFFICE FURNITURE 156,098 50,600 24,500 20,900 10,000 30,900 (19,700) -38.93% 764360 OFFICE EQUIPMENT - 90,900 6,300 12,700 - 12,700 (78,200) -86.03% 764380 MICROFILM EQUIPMENT - - 12,000 16,900 - 16,900 16,900 100.00% 764900 DATA PROCESSING EQUIPMENT 43,524 226,500 158,500 51,700 1,900 53,600 (172,900) -76.34% 764950 SOFTWARE-GENERAL 18,673 79,300 48,500 29,600 2,200 31,800 (47,500) -59.90% Total Capital Outlay 232,819 447,300 249,800 133,800 14,100 147,900 (299,400) -66.93% Total Expenses Non-Court General Fund 5,668,438 6,898,600 6,542,140 6,755,000 189,600 6,944,600 46,000 0.67% Transfers 910010 TRANSFERS TO THE GENERAL FUND 13,201,947 9,776,300 11,318,160 9,335,200 - 9,335,200 (441,100) -4.51% Total Transfers 13,201,947 9,776,300 11,318,160 9,335,200 - 9,335,200 (441,100) -4.51% Total Expenses and Transfer 18,870,385 16,674,900 17,860,300 16,090,200 189,600 16,279,800 (395,100) -2.37% 21 Clerk to the Board i\ d. N x. ^ .. ` \ / . \ \ / \ { ƒ¥\ \ \, x c ƒ I I I 1 Clerk to the Board Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals To pre-audit all accounting and finance related transactions of the Board of County Commissioners to ensure compliance with laws,ordinances,resolutions,and adopted policies;to account for all Board transactions in conformity with generally accepted accounting principles,to safeguard all County funds; to advise the Board of County Commissioners on finance and accounting matters and to maintain the BCC minutes and records. %of Total FY 05 Less Net Programs FTE's Personnel Costs Revenues Cost Finance and Accounting 34 89.47% 2,233,400 101,000 2,132,400 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 personal property,etc. Minutes and Records 4 10.53% 401,700 - 401,700 Maintenance of BCC minutes and records. Subtotal 38 100.00% 2,635,100 101,000 2,534,100 Expanded Services: Finance and Accounting 1 2.56% 115,700 0 115,700 Minutes and Records 0 0.00% - - - Grand Total 39 100.00% 2,750,800 101,000 2,649,800 22 Clerk to the Board Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY2005 Services Proposed (Decrease) Change Personal Services 1,889,174 2,232,500 2,196,700 2,271,300 115,700 2,387,000 154,500 6.92% Operating Expenses 263,071 253,800 319,600 344,600 0 344,600 90,800 35.78% Capital Expenses 1,908 36,200 13,700 19,200 0 19,200 -17,000 -46.96% Total 2,154,153 2,522,500 2,530,000 2,635,100 115,700 2,750,800 228,300 9.05% Revenues Fee Collections 42,200 58,500 52,000 54,000 - 54,000 (4,500) -7.69% Total Revenues 42,200 58,500 52,000 54,000 - 54,000 (4,500) -7.69% Permanent Positions 38.00 39.00 38.00 38.00 1.00 39.00 0.00 0.00% This budget includes the Finance and Accounting and Board Minutes and Records Departments. A comparison of this activities funding sources for FY 04and FY 05 are as follows: Current Expanded Source FY04 FY05 Services Total Investment Income(Board Funds) 0 101,000 0 101,000 Board Transfer 2,522,500 2,534,100 115,700 2,534,100 Total 2,522,500 2,635,100 115,700 2,750,800 Budet Highlights: Forecast 03/04 Expenditures are forecast to be$7,500 or approximately.3 percent more than appropriated. This issue will be moritored for the remainder of the year and if necessary the appropriate budget amendments will be made. This reflects a division that was sufficiently staffed throughout the fiscal cycle and enjoyed many accomplishments throughout the cycle. Current Forecast 04/05 The current forecast of the fiscal year 03/04 budget reflects an increase of$112,600,or 4.46 percent. The majority of this increase is contained within operating expenses which reflects the expectation that the cost of maintaining verbatim minutes for Board meetings is going to increase during the next contract period. This is estimated to be approximtely$56,000. The personal services appropriation unit includes a small increase of 1.74 percent. During the 04 fiscal cycle the SAP Analyst programmed was transferred to the MIS Separtment. Beginning in Fiscal Year 2004-2005,the cost of managing the Investment Portfolio will be netted against the investment earnings. The total cost for portfolio managment is currently $101,000. Expanded 04/05 There is one expanded positions programmed for fiscal year 2005. This position is a Project Coordinator who would have significant knowledge in both the accounting and system life cycles. The position is necessary to ensure that all facets of new system development recommended by Board staff is properly integrated into the current operating environment. In addition,this position will participate in highly complex contractual issues. As this is a high level position the cost is$115,700. 23 Clerk to the Board Clerk of Courts Non-Court General Fund(011) Finance and Accounting Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) i Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 310110 Finance&Accounting Personal Services 512100 REGULAR SALARIES 1,217,279 1,431,600 1,415,000 1,443,500 91,000 1534,500 102,900 7.19% 514100 OVERTIME 46,984 32,000 30,000 30,000 - 30,000 (2,000) -6.25% 521100 SOCIAL SECURITY MATCHING 93,031 112,000 110,600 112,700 7,000 119,700 7,700 6.88% 522100 RETIREMENT-REGULAR 78,106 106,900 109,000 112,000 7,000 119,000 12,100 11.32% 523150 LIFE&HEALTH AGGREGATE PREMIUM 262,636 329,400 318,000 347,000 10,200 357,200 27,800 8.44% 523160 LIFE PREMIUM 5,146 6,800 6,800 7,200 500 7,700 900 13.24% 524100 WORKER'S COMPENSATION-REGULAR 5,065 1,100 2,800 5,300 - 5,300 4,200 381.82% 525100 UNEMPLOYMENT COMPENSATION 2,450 4,000 2,000 2,000 - 2,000 (2,000) -50.00% Total Personal Services 1,710,696 2,023,800 1,994,200 2,059,700 115,700 2,175,400 151,600 7.49% Operating Expenses 631990 OTHER PROFESSIONAL FEES - 500 1,400 500 - 500 - 0.00% 634999 OTHER CONTRACTUAL SERVICES 10,351 16,000 55,000 50,000 - 50,000 34,000 212.50% 640200 MILEAGE REIMBURSEMENT-REGULAR - 200 200 200 - 200 - 0.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 6,790 9,000 9,000 8,000 - 8,000 (1,000) -11.11% • 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN 1,360 300 300 300 - 300 - 0.00% 640410 MOTOR POOL RENTAL CHARGE - 100 100 100 - 100 - 0.00% 641100 TELEPHONE-BASE COST 816 900 900 900 - 900 - 0.00% 641200 TELEPHONE-TOLL CALLS 138 2,600 2,600 2,600 - 2,600 - 0.00% 641210 FAX CHARGES 1,185 1,100 1,200 1,200 - 1,200 100 9.09% 641300 TELEPHONE-INSTALLATIONS - 100 - - - - (100) -100.00% 641400 TELEPHONE-DIRECT LINE - - - - - - - 0.00% 641900 TELEPHONE-ALLOCATED 8,551 8,900 8,500 9,600 - 9,600 700 7.87% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 13,075 9,000 8,000 9,000 - 9,000 - 0.00% 644600 RENT-EQUIPMENT 1,801 3,300 7,000 6,900 - 6,900 3,600 109.09% 644620 LEASE-EQUIPMENT 32,900 32,000 27,000 26,800 - 26,800 (5,200) -16.25% 646180 BUILDING R&M-I.S.F.BILLINGS 140 100 - 100 - 100 - 0.00% 646710 OFFICE EQUIPMENT R&M 3,666 3,500 1,500 2,000 - 2,000 (1,500) -42.86% 646910 DATA PROCESSING EQUIPMENT R&M - 300 - 200 - 200 (100) -33.33% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 5,770 7,500 6,000 6,500 - 6,500 (1,000) -13.33% 647230 MICROFICHE SERVICES(COM)OUTSIDE VEP 1,481 2,400 1,500 1,500 - 1,500 (900) -37.50% 648160 OTHER ADS 1,310 600 400 400 - 400 (200) -33.33% 649990 OTHER MISCELLANEOUS SERVICES 273 100 300 200 - 200 100 100.00% 651110 OFFICE SUPPLIES-GENERAL 21,028 18,000 17,000 17,000 - 17,000 (1,000) -5.56% 651210 COPYING CHARGES - 300 200 200 - 200 (100) -33.33% 651910 MINOR OFFICE EQUIPMENT 1,229 1,000 1,000 1,000 - 1,000 - 0.00% 651930 MINOR OFFICE FURNITURE - 200 200 100 - 100 (100) -50.00% 651950 MINOR DATA PROCESSING EQUIPMENT 239 900 500 600 - 600 (300) -33.33% 652910 MINOR OPERATING EQUIPMENT - 100 100 100 - 100 - 0.00% 652920 COMPUTER SOFTWARE UNDER$500 757 500 200 400 - 400 (100) -20.00% 652990 OTHER OPERATING SUPPLIES - 600 300 400 - 400 (200) -33.33% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 2,726 3,300 3,000 3,000 - 3,000 (300) -9.09% 654210 DUES&MEMBERSHIPS 1,875 2,300 2,200 2,200 - 2,200 (100) -4.35% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 3,775 4,500 6,000 5,000 - 5,000 500 11.11% Total Operating Expenses 121,235 130,200 161,600 157,000 - 157,000 26,800 20.58% Capital Expenses 764310 OFFICE FURNITURE - 1,700 1,200 700 - 700 (1,000) -58.82% 764360 OFFICE EQUIPMENT - 4,000 2,300 2,000 - 2,000 (2,000) -50.00% 764900 DATA PROCESSING EQUIPMENT 1,908 28,000 8,000 14,000 - 14,000 (14,000) -50.00% Total Capital Expenses 1,908 33,700 11,500 16,700 - 16,700 (17,000) -50.45% Total Finance and Accounting 1,833,838 2,187,700 2,167,300 2,233,400 115,700 2,349,100 161,400 7.38% 24 Clerk to the Board Clerk of Courts Non-Court General Fund(011) Board Minutes and Records Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded _ Total Increase/ Percent I Code Description Actual Budget FY 2004 FY2005 Services Proposed (Decrease) Change Board Minutes and Records 341442 COPIES 5,300 4,000 6,000 5,000 - 5,000 1,000 25.00% 341443 VALUE ADJUSTMENT PETITION 2,900 - - - - - - 0.00% 341490 MISCELLANEOUS FEES 34,000 50,000 42,000 45,000 - 45,000 (5,000) -10.00% 341981 LOBBYIST - 4,500 4,000 4,000 - 4,000 (500) -11.11% Total Board Minutes and Records 42,200 58,500 52,000 54,000 - 54,000 (4,500) -7.69% 25 Clerk to the Board Clerk of Courts Non-Court General Fund(011) Board Minutes and Records Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 310115 Board Minutes and Records Personal Services 512100 REGULAR SALARIES 130,059 146,600 143,000 146,600 - 146,600 - 0.00% 514100 OVERTIME 65 - - - - - - 0.00% 521100 SOCIAL SECURITY MATCHING 9,553 11,200 11,000 11,200 - 11,200 - 0.00% 522100 RETIREMENT-REGULAR 7,811 10,700 10,700 11,400 - 11,400 700 6.54% 523150 LIFE&HEALTH AGGREGATE PREMIUM 29,728 37,600 36,600 41,000 - 41,000 3,400 9.04% 523160 LIFE PREMIUM 517 700 700 700 - 700 - 0.00% 524100 WORKER'S COMPENSATION-REGULAR 523 1,400 300 500 - 500 (900) -64.29% 525100 UNEMPLOYMENT COMPENSATION 222 500 200 200 - 200 (300) -60.00% Total Personal Services 178,479 208,700 202,500 211,600 - 211,600 2,900 1.39% Operating Expenses 634999 OTHER CONTRACTUAL SERVICES 129,405 110,000 140,000 166,000 - 166,000 56,000 50.91% 641200 TELEPHONE-TOLL CALLS 29 100 100 100 - 100 - 0.00% 641900 TELEPHONE-ALLOCATED 1,171 800 800 1,700 - 1,700 900 112.50% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 586 200 400 400 - 400 200 100.00% 644600 RENT-EQUIPMENT 2,214 2,500 2,700 2,500 - 2,500 - 0.00% 646180 BUILDING R&M-I.S.F.BILLINGS 35 200 100 200 - 200 - 0.00% 646710 OFFICE EQUIPMENT R&M 1,077 3,000 2,400 3,000 - 3,000 - 0.00% 647110 PRINTING&/OR BINDING-OUTSIDE VEND(); - - 100 100 - 100 100 100.00% 648110 LEGAL ADS 1,211 - 1,500 2,000 - 2,000 2,000 100.00% 648160 OTHER ADS 39 200 - - - - (200) -100.00% 649100 LEGAL ADVERTISING - 1,500 - - - - (1,500) -100.00% 651110 OFFICE SUPPLIES-GENERAL 4,478 2,000 8,000 7,000 - 7,000 5,000 250.00% 651210 COPYING CHARGES - 100 - 100 - 100 - 0.00% 651910 MINOR OFFICE EQUIPMENT 220 400 - 500 - 500 100 25.00% 651930 MINOR OFFICE FURNITURE - 200 - 400 - 400 200 100.00% 651950 MINOR DATA PROCESSING EQUIPMENT - 200 - 400 - 400 200 100.00% I 652830 MICROFILM SUPPLIES&PROCESSING 1,249 1,500 1,500 2,000 - 2,000 500 33.33% 652990 OTHER OPERATING SUPPLIES - 100 - 100 - 100 - 0.00% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 122 300 200 300 - 300 - 0.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSE'. - 300 200 800 - 800 500 166.67% Total Operating Expenses 141,836 123,600 158,000 187,600 - 187,600 64,000 51.78% Capital Expenses 764360 OFFICE EQUIPMENT - 1,000 700 1,000 - 1,000 - 0.00% 764900 DATA PROCESSING EQUIPMENT - 1,500 1,500 1,500 - 1,500 - 0.00% Total Capital Expenses - 2,500 2,200 2,500 - 2,500 - 0.00% Total Board Minutes&Records 320,315 334,800 362,700 401,700 - 401,700 66,900 19.98% 26 Administration and Internal Audit s, a.-, Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals: 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. %of Total FY 05 Less Net Programs: FTE's Personnel Costs Revenues Cost Administration 5.0 31.25% 285,200 118,600 166,600 Bookkeeping 6.0 37.50% 125,300 53,600 71,700 Internal Audit 5.0 31.25% 276,100 39,300 236,800 i Subtotal 16 100.00% 686,600 211,500 475,100 Expanded Services: Administration 0.0 0.00% - - - Bookkeeping 0.0 0.00% - - - Internal Audit 0.0 0.00% - - - Grand Total 16 100.00% 686,600 211,500 475,100 27 Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Clerk of Courts Non-Court General Fund Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Personal Services 491,832 540,200 520,100 554,200 - 554,200 14,000 2.59% I Operating Expenses 139,760 117,900 93,600 119,100 - 119,100 1,200 1.02% Capital Expenses 830 28,400 9,300 13,300 - 13,300 (15,100) -53.17% Total 632,422 686,500 623,000 686,600 - 686,600 100 0.01% Revenues Investmentlncome(BoardFunds) 9,144,623 7,578,900 8,000,000 8,210,500 - 8,210,500 631,600 8.33% Investment Income Clerk Funds 167,700 275,000 150,000 150,000 - 150,000 (125,000) -45.45% Total Revenues 9,312,323 7,853,900 8,150,000 8,360,500 0 8,360,500 506,600 6.45% Permanent Positions 16.00 16.00 16.00 16.00 0.00 16.00 0.00 0.00% This budget includes the Administrative Offices of the Clerks operations including Purchasing and Human Resources along with the Internal Audit Department and the Clerk's Bookkeeping function. A comparison of this activity's funding sources for FY 04 and FY 05 are as follows: Current Expanded I Source FY04 FY05 Services Total Clerk Fees 209,200 211,500 - 211,500 Board Transfer 477,300 475,100 - 475,100 Total 686,500 686,600 - 686,600 Budget Highlights: Forecast 03/04 Based on historical trends and current spending patterns total expenditures are forecast to be$63,500 or 9.25 percent of the fiscal year 03/04 appropriation. Differences include$20,100 in personal services,$24,300 on operating expenses,and$19,100 in capital outlay. Investment Income is expected to exceed budget by approximately$421,100. This is primarily due to interest earnings and a large influx of cash due to a mid-year borrowing. Current Forecast 04/05 Current expenditures are expected to increase by approximately$100 or.01 percent when compared to the prior fiscal cycle. T Expanded Services 04/05 There are no expanded positions programmed for the 04/05 fiscal cycle. 28 Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Administration Fiscal Year 2004-2005 Budget Revenues (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY 2003 FY 2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Service Proposed (Decrease) Change 321110 Clerk's Administration 361170 INTEREST-SBA(Board Funds) - 400,000 422,225 433,300 - 433,300 33,300 8.33% 361310 INTERES-CLERK FUNDS 167,700 275,000 150,000 150,000 - 150,000 (125,000) -45.45% 361180 INVESTMENT INCOME(Board Funds) 9,144,623 7,178,900 7,577,775 7,777,200 - 7,777,200 598,300 8.33% Total Clerk's Administration 9,312,323 7,853,900 8,150,000 8,360,500 - 8,360,500 506,600 6.45% 1 29 Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Administration Expenditures Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321110 Clerk's Administration Personal Services 511100 SALARIES-ELECTED OFFICIALS 41,373 43,700 41,200 41,700 - 41,700 (2,000) -4.58% 512100 REGULAR SALARIES 84,929 95,000 91,100 97,300 - 97,300 2,300 2.42% 514100 OVERTIME 348 - 400 - - - - 0.00% 521100 SOCIAL SECURITY MATCHING 8,831 10,900 10,100 10,600 - 10,600 (300) -2.75% 522100 RETIREMENT-REGULAR 5,534 7,200 7,300 7,800 - 7,800 600 8.33% 522500 RETIREMENT-ELECTED OFFICALS 5,290 6,700 6,200 6,600 - 6,600 (100) -1.49% 523150 LIFE&HEALTH AGGREGATE PREMIUM 21,695 20,000 22,700 22,800 - 22,800 2,800 14.00% 523160 LIFE PREMIUM 367 700 600 700 - 700 - 0.00% 524100 WORKER'S COMPENSATION-REGULAR 635 400 500 700 - 700 300 75.00% 525100 UNEMPLOYMENT COMPENSATION - 100 - - - - (100) -100.00% Total Personal Services 169,002 184,700 180,100 188,200 - 188,200 3,500 1.89% Operating Expenses 631100 LEGAL FEES 12,974 10,600 16,700 10,800 - 10,800 200 1.89% 631990 OTHER PROFESSIONAL FEES - - - - - - - 0.00% 634801 SUBPOENA SERVICES - 100 - - - - (100) 0.00% 634999 OTHER CONTRACTUAL SERVICES 63,965 8,900 14,000 18,400 - 18,400 9,500 106.74% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL C 2,539 4,300 3,300 3,300 - 3,300 (1,000) -23.26% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN 684 900 800 900 - 900 - 0.00% 640390 PER DIEM-OTHER CHARGES 196 900 300 400 - 400 (500) -55.56% 640400 MOTOR POOL MILEAGE CHARGES - 400 300 400 - 400 - 0.00°/. 640410 MOTOR POOL RENTAL CHARGE - 1,800 1,000 1,100 - 1,100 (700) -38.89% 641100 TELEPHONE-BASE COST 247 2,400 800 2,400 - 2,400 - 0.00% 641200 TELEPHONE-TOLL CALLS 313 1,700 600 1,700 - 1,700 - 0.00% 641210 FAX CHARGES 451 1,000 300 1,000 - 1,000 - 0.00% 641230 TELEPHONE ACCESS CHARGES 11 - - - - - 0.00% 641300 TELEPHONE-INSTALLATIONS - 1,000 300 1,000 - 1,000 - 0.00% 641400 TELEPHONE-DIRECT LINE - 1,000 300 1,000 - 1,000 - 0.00% 641600 TELEPHONE-EXTRAS 7 - 100 - - - - 0.00% 641900 TELEPHONE-ALLOCATED 2,339 3,500 1,200 3,500 - 3,500 - 0.00% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 1,639 5,300 4,600 4,000 - 4,000 (1,300) -24.53% 644600 RENT-EQUIPMENT 1,904 4,000 1,100 3,000 - 3,000 (1,000) -25.00% 644620 LEASE-EQUIPMENT 1,345 3,500 1,200 3,500 - 3,500 - 0.00% 645260 AUTO INSURANCE 423 400 400 400 - 400 - 0.00% 645490 EMPLOYEE NOTARY BONDS - 100 100 200 - 200 100 100.00% 646180 BUILDING R&M-I.S.F.BILLINGS 233 2,000 1,200 3,000 - 3,000 1,000 50.00% 646410 AUTOS&TRUCKS R&M-OUTSIDE VENDOR: - 200 200 - - - (200) -100.00% 646430 FLEET MAINTENANCE I.S.F.-LABOR&OVER] 284 - - - - - - 0.00% 646440 FLEET MAINTENANCE I.S.F.-PARTS 374 - - 100 - 100 100 100.00% 646445 FLEET NON-MAINTENANCE ISF-PARTS&SI 26 200 200 200 - 200 - 0.00% 646710 OFFICE EQUIPMENT R&M 1,076 2,500 800 2,500 - 2,500 - 0.00% 646910 DATA PROCESSING EQUIPMENT R&M - 1,400 600 700 - 700 (700) -50.00% 647110 PRINTING&!OR BINDING-OUTSIDE VENDO: 2,151 1,100 900 700 - 700 (400) -36.36% 647230 MICROFICHE SERVICES(COM)OUTSIDE VE? - 500 100 200 - 200 (300) -60.00% 648160 OTHER ADS 684 700 700 500 - 500 (200) -28.57% 649100 LEGAL ADVERTISING - 200 200 200 - 200 - 0.00% 649930 CREDIT CARD DISCOUNT FEE 5,251 2,500 2,300 2,400 - 2,400 (100) -4.00% 649990 OTHER MISCELLANEOUS SERVICES 12 200 200 200 - 200 - 0.00% 651110 OFFICE SUPPLIES-GENERAL 5,840 5,000 3,000 4,000 - 4,000 (1,000) -20.00% 651210 COPYING CHARGES - 100 100 200 - 200 100 100.00 651910 MINOR OFFICE EQUIPMENT 338 3,000 1,000 2,500 - 2,500 (500) -16.67% 651930 MINOR OFFICE FURNITURE 210 8,500 3,400 6,000 - 6,000 (2,500) -29.41% 651950 MINOR DATA PROCESSING EQUIPMENT 2,561 500 500 400 - 400 (100) -20.00% 652110 CLOTHING&UNIFORM PURCHASES 1,031 - - - - - - 0.00% 652210 FOOD-OPERATING SUPPLIES 881 1,100 800 1,100 - 1,100 - 0.00% 652490 FUEL&LUBRICANTS-I.S.F BILLINGS 322 200 200 200 - 200 - 0.00% 652910 MINOR OPERATING EQUIPMENT - 800 300 - - - (800) -100.00% 652920 COMPUTER SOFTWARE UNDER 5500 I 1 200 200 200 - 200 - 0.00% 652990 OTHER OPERATING SUPPLIES - 200 100 200 - 200 - 0.00% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 3,782 2,700 2,500 2,500 - 2,500 (200) -7.41% 654210 DUES&MEMBERSHIPS 3,521 4,300 4,000 4,000 - 4,000 (300) -6.98% 654310 TUITION 90 - - - - - - 0.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 733 1,800 1,700 1,700 - 1,700 (100) -5.56% Total Operating Expense 118,448 91,700 72,600 90,700 - 90,700 (1,000) -1.09% 30 Clerk of Courts Non-Court General Fund(011) Administration(continued) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY 2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Capital Expense 764360 OFFICE EQUIPMENT - 10,000 - 5,000 - 5,000 (5,000) 100.00% 764900 DATA PROCESSING EQUIPMENT 830 2,100 800 900 - 900 (1,200) 100.00% 764950 SOFTWARE-GENERAL - 400 - 400 - 400 - 100.00% Total Capital Expense 830 12,500 800 6,300 - 6,300 (6,200) 100.00% 288,280 288,900 253,500 285,200 - 285,200 (3,700) -1.28% 31 Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Clerk's Bookkeeping Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321114 Clerk's Bookkeeping Personal Services 512100 REGULAR SALARIES 80,838 80,100 70,700 75,800 - 75,800 (4,300) -5.37% 514100 OVERTIME 954 1,100 300 700 - 700 (400) -36.36% 521100 SOCIAL SECURITY MATCHING 5,951 6,200 5,400 5,900 - 5,900 (300) -4.84% 522100 RETIREMENT-REGULAR 5,044 5,900 5,300 6,000 - 6,000 100 1.69% 523150 LIFE&HEALTH AGGREGATE PREMIUM 18,086 20,000 20,300 20,600 - 20,600 600 3.00% 523160 LIFE PREMIUM 341 400 300 400 - 400 - 0.00% 524100 WORKER'S COMPENSATION-REGULAR 313 300 100 300 - 300 - 0.00% Total Personal Services 111,527 114,000 102,400 109,700 - 109,700 (4,300) -3.77% Operating Expenses 634999 OTHER CONTRACTUAL SERVICES 117 100 100 100 - 100 - 0.00% 640200 MILEAGE REIMBURSEMENT-REGULAR 2 - - - - - - 0.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 75 200 200 500 - 500 300 150.00% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN - - - - - - - 0.00% 640390 PER DIEM-OTHER CHARGES 409 - 200 - - - - 0.00% 641200 TELEPHONE-TOLL CALLS 3 300 100 500 - 500 200 66.67% 641900 TELEPHONE-ALLOCATED 413 1,000 300 1,700 - 1,700 700 70.00% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 3,970 2,700 2,300 2,500 - 2,500 (200) -7.41% 644620 LEASE-EQUIPMENT 172 2,900 900 2,800 - 2,800 (100) -3.45% 646180 BUILDING R&M-I.S.F.BILLINGS 9 - 200 300 - 300 300 100.00% 646710 OFFICE EQUIPMENT R&M 905 1,400 800 2,400 - 2,400 1,000 71.43% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 889 400 300 200 - 200 (200) -50.00% 647230 MICROFICHE SERVICES(COM)OUTSIDE VE1 578 800 500 500 - 500 (300) -37.50% 648160 OTHER ADS - 100 - - - - (100) -100.00% 651110 OFFICE SUPPLIES-GENERAL 2,191 1,600 1,400 1,500 - 1,500 (100) -6.25% 651910 MINOR OFFICE EQUIPMENT - 500 - - - - (500) -100.00% 651950 MINOR DATA PROCESSING EQUIPMENT 81 - - - - - - 0.00% 654210 DUES&MEMBERSHIPS 11 - - - - - - 100.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES - 100 - - - - (100) -100.00% Total Operating Expenses 9,825 12,100 7,300 13,000 - 13,000 900 7.44% Capital Expenses 764360 OFFICE EQUIPMENT - 4,000 400 2,100 - 2,100 (1,900) -47.50% 764900 DATA PROCESSING EQUIPMENT - 500 400 500 - 500 - 0.00% Total Capital Expenses - 4,500 800 2,600 - 2,600 (1,900) -42.22% Total Clerk's Bookkeeping 121,351 130,600 110,500 125,300 - 125,300 (5,300) -4.06% 32 Administration&Internal Audit Clerk of Courts Non-Court General Fund(011) Internal Audit Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321190 Internal Audit Personal Services 512100 REGULAR SALARIES 162,712 179,300 179,200 189,000 - 189,000 9,700 5.41% 521100 SOCIAL SECURITY MATCHING 12,107 13,800 13,700 14,500 - 14,500 700 5.07% 522100 RETIREMENT-REGULAR 10,439 13,100 13,100 14,800 - 14,800 1,700 12.98% 523150 LIFE&HEALTH AGGREGATE PREMIUM 22,937 32,900 28,700 35,700 - 35,700 2,800 8.51 523160 LIFE PREMIUM 687 900 800 900 - 900 - 0.00% 524100 WORKER'S COMPENSATION-REGULAR 660 1,500 400 700 - 700 (800) -53.33% 525100 UNEMPLOYMENT COMPENSATION - - 1,700 700 - 700 700 100.00% 528100 ALLOWANCES-MOVING EXPENSES 1,762 - - - - - - 0.00% Total Personal Services 211,303 241,500 237,600 256,300 - 256,300 14,800 6.13% Operating Expenses 634999 OTHER CONTRACTUAL SERVICES 95 100 200 200 - 200 100 100.00% 640200 MILEAGE REIMBURSEMENT-REGULAR 187 200 200 200 - 200 - 0.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 3,357 4,200 4,100 4,600 - 4,600 400 9.52% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN - 100 100 100 - 100 - 0.00% 640410 MOTOR POOL RENTAL CHARGE 25 100 - 100 - 100 - 0.00% 641100 TELEPHONE-BASE COST - - 100 - - - - 0.00% 641900 TELEPHONE-ALLOCATED 1,060 1,200 1,100 1,700 - 1,700 500 41.67% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 28 - 100 100 - 100 100 100.00% 644600 RENT-EQUIPMENT 275 1,300 1,100 1,200 - 1,200 (100) -7.69% 646180 BUILDING R&M-I.S.F.BILLINGS 81 - 100 - - - - 0.00% 646710 OFFICE EQUIPMENT R&M 40 - - - - - - 0.00% 646910 DATA PROCESSING EQUIPMENT R&M 71 200 100 100 - 100 (100) -50.00% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 84 100 100 100 - 100 - 0.00% 648160 OTHER ADS - 100 100 100 - 100 - 0.00% 651110 OFFICE SUPPLIES-GENERAL 785 400 800 700 - 700 300 75.00% 651950 MINOR DATA PROCESSING EQUIPMENT - 400 300 400 - 400 - 0.00% 652920 COMPUTER SOFTWARE UNDER$500 19 400 100 300 - 300 (100) -25.00% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 112 200 100 200 - 200 - 0.00% 654210 DUES&MEMBERSHIPS 1,533 800 800 1,000 - 1,000 200 25.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 3,734 4,300 4,200 4,300 - 4,300 - 0.00% Total Operating Expenses 11,487 14,100 13,700 15,400 - 15,400 1,300 9.22% Capital Expenses 764310 OFFICE FURNITURE - 6,000 2,400 1,000 - 1,000 (5,000) -83.33% 764900 DATA PROCESSING EQUIPMENT - 5,400 5,300 3,400 - 3,400 (2,000) -37.04% Total Capital Expenses - 11,400 7,700 4,400 - 4,400 (7,000) -61.40% Total Internal Audit 222,791 267,000 259,000 276,100 - 276,100 9,100 3.41% 33 Clerk of the Circuit Court 4'"\,,,,,,,,,::,,, Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals: 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. %of Total FY 05 Less Net Proerams: FTE's Personnel Costs Revenues Cost Circuit Civil 21.50 37.58% 25,100 - 25,100 Circuit Felony 21.43 37.46% 19,900 - 19,900 SAVE 1.15 2.01% 62,200 62,200 - Jury 2.00 3.50% 15,700 - 15,700 Circuit Probate 7.05 12.32% 16,100 - 16,100 Circuit Juvenile 4.08 7.13% 9,900 - 9,900 Subtotal 57.21 100.00% 148,900 62,200 86,700 Expanded Services: Circuit Civil 3.70 5.94% 5,100 - 5,100 Circuit Felony 1.39 2.23% 4,200 - 4,200 SAVE 0 0.00% - - - Jury 0.00 0.00% - - - Circuit Probate 0.00 0.00% - - - Circuit Juvenile 0.00 0.00% - - - Grand Total 62.3 100.00% 158,200 62,200 96,000 34 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Personal Services 47,485 59,300 49,800 58,600 - 58,600 (700) -1.18% Operating Expenses 46,209 66,900 68,800 76,700 3,900 80,600 13,700 20.48% Capital Expenses 89,878 17,000 6,300 13,600 5,400 19,000 2,000 11.76% Total 183,571 143,200 124,900 148,900 9,300 158,200 15,000 10.47% Revenue Fee Collections 5,550 5,600 4,900 5,200 - 5,200 (400) -7.14% Total Revenue 5,550 5,600 4,900 5,200 - 5,200 (400) -7.14% Permanent Positions 52.31 57.21 57.21 57.21 5.09 62.30 5.09 8.90% This budget reflects the County obligated expenses of Circuit Civil,Felony,SAVE,Jury Management,Probate,and Juvenile. A comparison of this activity's funding sources for FY 04 and FY 05 are as follows: Current Expanded Source FY 04 FY 05 Services Total Clerk Fees 77,800 62,200 - 62,200 Board Transfer 65,400 86,700 9,300 96,000 Total 143,200 148,900 9,300 158,200 Budget Highlights: Forecast 03/04 Based on historical trends and current year spending patterns,total expenditures are forecast to be$18,300,or less than budgeted. This represents approximatley 12.78 percent of the total budget. The majority of the difference is within the capital expense appropriation unit which is expected to be approximately$10,700 less that budget. Operating expenses are forecast to be approximately$1,900 more than budget while personal services are forecast to be$9,500 less than budget. Current Forecast 04/05 The cost for current services increased by$15,000 or 10.47 percent when compared to the prior year appropriation. The increase is primarily attributable to Jury Management which was an operating department created in the 04 fiscal cycle. The amounts budgeted for 04 did not accurately reflect the actual cost including printing of jury summons along with the cost of maintaining the IVR system for jury management. Expanded Services 04/05 Expanded level positions include 5.09 FTE's. There is no personal service cost borne by the Board for these positions. The only cost included is for modifications to workstations and the cost for computers related to the expanded FTEs. 35 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Circuit Civil Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY 2003 FY2004 Forecast Current Expanded Total Increase/ Percent 1 Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321211 Circuit Civil Operating Expenses 641100 TELEPHONE-BASE COST 634 200 200 200 100 300 100 50.00% 641200 TELEPHONE-TOLL CALLS 1,673 900 1,900 2,000 100 2,100 1,200 133.33% 641210 FAX CHARGES 23 100 - 641400 TELEPHONE-DIRECT LINE - 3,900 - - (100) -100.00% 641600 TELEPHONE-EXTRAS 14 100 -- - (3 9(100) -100.00% (100) -100.00% 641900 TELEPHONE-ALLOCATED 7,226 6,400 7,000 7,100 300 7,400 1,000 15.63% 644600 RENT-EQUIPMENT 6,799 6,300 5,400 6,200 6,200 (100) -1.59% 644620 LEASE-EQUIPMENT - - 300 400 400 400 100.00% 646180 BUILDING R&M-I.S.F.BILLINGS 11 600 800 600 1,200 1,800 1,200 200.00% 646710 OFFICE EQUIPMENT R&M 3,575 4,500 4,500 4,600 4,600 100 2.22% 651910 MINOR OFFICE EQUIPMENT - 1,800 700 900 300 1,200 (600) -33.33% 651930 MINOR OFFICE FURNITURE - 600 700 900 900 300 50.00% Total Operating Expenses 19,955 25,400 21,500 22,900 2,000 24,900 (500) -1.97% Capital Expenses 764310 OFFICE FURNITURE 73,699 - 2,800 2,200 3,100 5,300 5,300 100.00% 764360 OFFICE EQUIPMENT - 7,200 - - - - (7,200) 100.00 Total Capital Expenses 73,699 7,200 2,800 2,200 3,100 5,300 (1,900) 100.00% Total Circuit Civil 93,654 32,600 24,300 25,100 5,100 30,200 (2,400) -7.36% 1 • • • 36 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Circuit Felony Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321213 Circuit Felony Operating Expenses 641100 TELEPHONE-BASE COST - 200 - 100 100 200 - 0.00% 641200 TELEPHONE-TOLL CALLS 199 1,600 1,500 1,500 100 1,600 - 0.00% 641600 TELEPHONE-EXTRAS 42 - - - - - - 0.00% 641900 TELEPHONE-ALLOCATED 3,816 5,400 5,400 5,600 300 5,900 500 9.26% 644600 RENT-EQUIPMENT 3,088 4,500 3,200 4,600 - 4,600 100 2.22% 646180 BUILDING R&M-I.S.F.BILLINGS 33 100 500 900 1,400 2,300 2,200 2200.00% 646710 OFFICE EQUIPMENT R&M 2,272 3,200 3,200 3,200 - 3,200 - 0.00% 651910 MINOR OFFICE EQUIPMENT 154 900 900 900 - 900 - 0.00% 651930 MINOR OFFICE FURNITURE 73 700 1,100 1,200 - 1,200 500 71.43% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 500 - - - - (500) -100.00% Total Operating Expenses 9,677 17,100 15,800 18,000 1,900 19,900 2,800 16.37% • Capital Expenses 764310 OFFICE FURNITURE 16,178 5,600 2,000 1,900 2,300 4,200 (1,400) -25.00% Total Capital Expenses 16,178 5,600 2,000 1,900 2,300 4,200 (1,400) -25.00% Total Circuit Felony 25,855 22,700 17,800 19,900 4,200 24,100 1,400 6.17% 37 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Support,Alimony,Visitation,and Enforcement Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321214 SAVE 341721 SAVE REGISTRATION FEES 2,700 2,200 2,200 2,200 - 2,200 - 0.00% 341722 RENEWAL REGISTRATION 1,950 1,500 1,500 1,500 - 1,500 - 0.00% 341723 COURT ORDER FEES 900 1,800 1,200 1,500 - 1,500 (300) -16.67% 341762 COURT ATTENDANCE FEES - 100 - - - - (100) -100.00% Total SAVE 5,550 5,600 4,900 5,200 - 5,200 (400) -7.14% 38 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Support,Alimony,Visitation,and Enforcement Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321214 SAVE Personal Services 512100 REGULAR SALARIES 34,311 41,000 34,000 40,000 - 40,000 (1,000) -2.44% 521100 SOCIAL SECURITY MATCHING 2,528 3,100 2,600 3,100 - 3,100 - 0.00% 522100 RETIREMENT-REGULAR 2,182 3,000 2,900 3,400 - 3,400 400 13.33% 523150 LIFE&HEALTH AGGREGATE PREMIUM 8,205 10,900 10,000 11,800 - 11,800 900 8.26% 523160 LIFE PREMIUM 150 200 200 200 - 200 - 0.00% 524100 WORKER'S COMPENSATION-REGULAR 110 1,100 100 100 - 100 (1,000) -90.91% Total Personal Services 47,485 59,300 49,800 58,600 - 58,600 (700) -1.18% Operating Expenses 634801 SUBPOENA SERVICES - 100 - - - - (100) -100.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL L - 500 - - - - (500) -100.00% 641200 TELEPHONE-TOLL CALLS 122 100 100 100 - 100 - 0.00% 641900 TELEPHONE-ALLOCATED 976 1,000 500 500 - 500 (500) -50.00% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 391 300 400 400 - 400 100 33.33% 646180 BUILDING R&M-I.S.F.BILLINGS 50 100 100 100 - 100 - 0.00% 646710 OFFICE EQUIPMENT R&M 127 - - - - - - 0.00% 646910 DATA PROCESSING EQUIPMENT R&M - 100 - - - - (100) -100.00% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 265 200 200 200 - 200 - 0.00 651110 OFFICE SUPPLIES-GENERAL 500 1,000 300 300 - 300 (700) -70.00% 651910 MINOR OFFICE EQUIPMENT 565 300 200 200 - 200 (100) -33.33% 651930 MINOR OFFICE FURNITURE 688 - - - - - - 0.00% 651950 MINOR DATA PROCESSING EQUIPMENT 1,016 - - - - - - 0.00% 652920 COMPUTER SOFTWARE UNDER$500 - 300 - - - - (300) -100.00% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS - 300 200 200 - 200 (100) -33.33% 654210 DUES&MEMBERSHIPS 255 300 100 100 - 100 (200) -66.67% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES - 500 500 500 - 500 - 0.00% Total Operating Expenses 4,954 5,100 2,600 2,600 - 2,600 (2,500) -49.02% Capital Expenses 764360 OFFICE EQUIPMENT - 500 500 - 500 - 0.00% 764900 DATA PROCESSING EQUIPMENT - 500 500 - 500 - 0.00% Total Capital Expenses - 1,000 - 1,000 - 1,000 - 0.00% Total SAVE 52,439 65,400 52,400 62,200 - 62,200 (3,200) -4.89% 39 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Jury Management Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321216 Jury Management Operating Expenses 641200 TELEPHONE-TOLL CALLS - 100 - - - - (100) -100.00% 641400 TELEPHONE-DIRECT LINE - 400 8,500 9,000 - 9,000 8,600 2150.00% 641600 TELEPHONE EXTRAS - - - 300 - 300 300 100.00% 641900 TELEPHONE-ALLOCATED - 600 1,100 1,100 - 1,100 500 83.33% 644600 RENT-EQUIPMENT - 600 1,500 1,500 - 1,500 900 150.00% 646180 BUILDING R&M-I.S.F.BILLINGS - 100 100 500 - 500 400 400.00% 646710 OFFICE EQUIPMENT R&M - 500 300 300 - 300 (200) -40.00% 651910 MINOR OFFICE EQUIPMENT - 200 - 200 - 200 - 0.00% 651930 MINOR OFFICE FURNITURE - 100 - 300 - 300 200 200.00% Total Operating Expenses - 2,600 11,500 13,200 - 13,200 10,600 407.69% Capital Expenses 764310 OFFICE FURNITURE - - - 2,500 - 2,500 2,500 100.00% 764360 OFFICE EQUIPMENT - 700 - - - - (700) -100.00% Total Capital Expenses - 700 - 2,500 - 2,500 1,800 257.14% Total Jury Management - 3,300 11,500 15,700 - 15,700 12,400 375.76% 40 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Circuit Probate Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321218 Circuit Probate Operating Expense 641100 TELEPHONE-BASE COST - 200 200 200 - 200 - 0.00% 641200 TELEPHONE-TOLL CALLS 153 700 700 800 - 800 100 14.29% 641900 TELEPHONE-ALLOCATED 1,366 2,600 2,500 2,800 - 2,800 200 7.69% 644600 RENT-EQUIPMENT - 2,900 2,900 2,900 - 2,900 - 0.00% 644620 LEASE-EQUIPMENT 1,885 - - - - - - 0.00% 646180 BUILDING R&M-I.S.F.BILLINGS - 500 300 500 - 500 - 0.00% 646710 OFFICE EQUIPMENT R&M 4,401 2,000 2,000 2,500 - 2,500 500 25.00% 651910 MINOR OFFICE EQUIPMENT - 650 500 700 - 700 50 7.69% 651930 MINOR OFFICE FURNITURE - 650 500 700 - 700 50 7.69% Total Operating Expenses 7,805 10,200 9,600 11,100 - 11,100 900 8.82% Capital Expenses 764310 OFFICE FURNITURE - - - 5,000 - 5,000 5,000 100.00% 764360 OFFICE EQUIPMENT - - - - - - - 0.00% Total Capital Expenses - - - 5,000 - 5,000 5,000 100.00% Total Circuit Probate 7,805 10,200 9,600 16,100 - 16,100 5,900 57.84% 41 Clerk of the Circuit Court Clerk of Courts Non-Court General Fund(011) Circuit Juvenile Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321219 Circuit Juvenile Operating Expenses 641100 TELEPHONE-BASE COST - 100 100 - - - (100) -100.00% 641200 TELEPHONE-TOLL CALLS 20 300 300 300 - 300 - 0.00% 641900 TELEPHONE-ALLOCATED 585 1,100 1,100 1,100 - 1,100 - 0.00% 644600 RENT-EQUIPMENT 2,643 3,000 4,200 4,500 - 4,500 1,500 50.00% 646180 BUILDING R&M-I.S.F.BILLINGS - 500 600 1,000 - 1,000 500 100.00% 646710 OFFICE EQUIPMENT R&M 570 500 500 500 - 500 - 0.00% 651910 MINOR OFFICE EQUIPMENT - 500 500 1,000 - 1,000 500 100.00% 651930 MINOR OFFICE FURNITURE - 500 500 500 - 500 - 0.00% Total Operating Expenses 3,818 6,500 7,800 8,900 - 8,900 2,400 36.92% Capital Expenses 764310 OFFICE FURNITURE - 2,500 1,500 1,000 - 1,000 (1,500) -60.00% Total Capital Expenses - 2,500 1,500 1,000 - 1,000 (1,500) -60.00% Total Circuit Juvenile 3,818 9,000 9,300 9,900 - 9,900 900 10.00% 42 Clerk of the County Court 1 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals: 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. %of Total FY 05 Less Net Programs: FTE's Personnel Costs Revenues Cost County Satellite Office 13.75 19.04% 18,500 - 18,500 County Misdemeanor 25.97 35.97% 23,300 - 23,300 County Civil/Small Claims 12.27 16.99% 15,700 - 15,700 County Traffic 14.36 19.89% 13,700 - 13,700 Misdemeanor Collections 5.85 8.10% 6,500 - 6,500 Subtotal 72.2 100.00% 77,700 - 77,700 Expanded Services: County Satellite Office 1.00 1.30% 3,100 - 3,100 County Misdemeanor 1.61 2.09% 4,800 - 4,800 County Civil/Small Claims 2.30 2.98% 3,300 - 3,300 County Traffic 0.00 0.00% 0 - - Misdemeanor Collections 0.00 0.00% 0 - - Grand Total 77.11 100.00% 88,900 - 88,900 43 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY2005 Services Proposed (Decrease) Change Personal Services - - - - - - - 0.00% Operating Expenses 55,133 78,400 67,540 72,300 6,600 78,900 500 0.64% Capital Expenses 62,873 17,000 8,500 5,400 4,600 10,000 (7,000) -41.18% Total 118,006 95,400 76,040 77,700 11,200 88,900 (6,500) -6.81% Permanent Positions 69.80 72.20 72.20 72.20 4.91 77.11 4.91 6.80% This budget reflects the County Court Satellites,Misdemeanor,County Civil,County Traffic,and County Misdemeanor Collections. A comparison of this activity's funding sources for FY 04 and FY 05 are as follows: Current Expanded Source FY04 FY05 Services Total Clerk Fees - - - - Board Transfer 95,400 77,700 11,200 88,900 Total 95,400 77,700 11,200 88,900 I Budiet Hizhlirhts: Forecast 03/04 Based on historical trends and current year spending patterns,total expenditures are forecast to be$19,360 less than budgeted. This represents approximatley 20.29 percent of the total budget. The differences include$10,860 in operating expenses and$8,500 in capital expenses. Current 04/05 The cost for current services decreased by$6,500 or 6.81 percent when compared to the prior year appropriation. Thedecrease is fully attributable to capital expenses which will decrease by$7,000 and reflects the modernization of computer during the 04 fiscal cycle. Expanded Services 04/05 Expanded level positions include 4.9 FTE's. The cost of this expansion is limited to modifications to workstations and computers. 44 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) Satellite Offices Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321511 Satellite Offices Operating Expenses 641100 TELEPHONE-BASE COST - 1,200 - - - - (1,200) -100.00% 641200 TELEPHONE-TOLL CALLS 1,546 1,700 200 200 - 200 (1,500) -88.24% 641210 FAX CHARGES 533 800 500 2,300 200 2,500 1,700 212.50% 641400 TELEPHONE-DIRECT LINE 9,860 21,000 11,800 4,100 300 4,400 (16,600) -79.05% 641900 TELEPHONE-ALLOCATED 5,625 1,000 3,400 1,100 - 1,100 100 10.00% 644600 RENT-EQUIPMENT 1,407 3,700 1,800 2,600 1,100 3,700 - 0.00% 644620 LEASE-EQUIPMENT - - 2,600 4,000 1,000 5,000 5,000 100.00% 646180 BUILDING R&M-I.S.F.BILLINGS 133 200 200 200 - 200 - 0.00% 646710 OFFICE EQUIPMENT R&M 1,530 1,500 800 1,300 200 1,500 - 0.00% 651910 MINOR OFFICE EQUIPMENT - 2,000 2,000 2,700 300 3,000 1,000 50.00% Total Operating Expenses 20,634 33,100 23,300 18,500 3,100 21,600 (11,500) -34.74% Capital Expenses 764360 OFFICE EQUIPMENT - 1,500 - - - - (1,500) -100.00% Total Capital Expenses - 1,500 - - - - (1,500) -100.00% Total Satellite Offices 20,634 34,600 23,300 18,500 3,100 21,600 (13,000) -37.57% 45 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) County Misdemeanor Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321513 County Misdemeanor Operating Expenses 641100 TELEPHONE-BASE COST - 300 - 200 100 300 - 0.00% 641200 TELEPHONE-TOLL CALLS 259 1,900 1,800 1,800 100 1,900 - 0.00% 641600 TELEPHONE-EXTRAS 55 - - - - - - 0.00% 641900 TELEPHONE-ALLOCATED 4,966 6,500 6,500 6,500 300 6,800 300 4.62% 644600 RENT-EQUIPMENT 3,697 5,500 3,800 5,400 - 5,400 (100) -1.82% 646180 BUILDING R&M-I.S.F.BILLINGS 43 100 500 1,100 1,600 2,700 2,600 2600.00% 646710 OFFICE EQUIPMENT R&M 2,957 3,800 3,800 3,800 - 3,800 - 0.00% 651910 MINOR OFFICE EQUIPMENT 201 1,100 1,100 1,100 - 1,100 - 0.00% 651930 MINOR OFFICE FURNITURE 94 800 1,400 1,300 - 1,300 500 62.50% i Total Operating Expenses 12,273 20,000 18,900 21,200 2,100 23,300 3,300 16.50% Capital Expenses 764310 OFFICE FURNITURE 21,056 6,900 2,400 2,100 2,700 4,800 (2,100) -30.43% Total Capital Expenses 21,056 6,900 2,400 2,100 2,700 4,800 (2,100) -30.43% Total County Misdemeanor 33,329 26,900 21,300 23,300 4,800 28,100 1,200 4.46% 46 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) Court Collections Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Object FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Aduat Budget FY2004 FY2005 Services Proposed (Decrease) Change 321514 Court Collections Operating Expenses 641100 TELEPHONE BASE COST 515 - - - - - - 0.00% 641200 TELEPHONE-TOLL CALLS 165 500 500 500 - 500 - 0.00% 641900 TELEPHONE-ALLOCATED 1,366 500 500 500 - 500 - 0.00% 644620 LEASE-EQUIPMENT - - 1,740 3,000 - 3,000 3,000 100.00% 646180 BUILDING R&M-ISF BILLINGS 134 - - - - - - 0.00% 646710 OFFICE EQUIPMENT R&M 665 500 500 500 - 500 - 0.00% 651910 MINOR OFFICE EQUIPMENT 239 400 - - - - (400) -100.00% 651930 MINOR OFFICE FURNITURE 688 - - - - - - 0.00% Total Operating Expenses 3,772 1,900 3,240 4,500 - 4,500 2,600 136.84% Capital Expenses 764360 OFFICE EQUIPMENT - 2,000 2,000 2,000 - 2,000 - 0.00% Total Capital Expenses - 2,000 2,000 2,000 - 2,000 - 0.00% Total Court Collections 3,772 3,900 5,240 6,500 - 6,500 2,600 66.67% 47 Clerk of the County Court Clerk of Courts Non-Court General Fund(011) County Civil Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change 321515 County Civil Operating Expenses 641100 TELEPHONE-BASE COST 360 100 I00 200 100 300 200 20000% 641200 TELEPHONE-TOLL CALLS 937 500 1,100 1,200 100 1,300 800 160.00% 641210 FAX CHARGES 13 - - - - - - 0.00% 641400 TELEPHONE-DIRECT LINE - 2,300 - - - - (2,300) -100.00% I 641600 TELEPHONE-EXTRAS 8 100 - - - - (100) -100.00% 641900 TELEPHONE-ALLOCATED 4,049 3,600 4,000 4,400 200 4,600 1,000 27.78% 644600 RENT-EQUIPMENT 3,858 3,600 3,100 3,800 - 3,800 200 5.56% 644620 LEASE-EQUIPMENT - - 200 300 - 300 300 100.00% 646180 BUILDING R&M-I.S.F.BILLINGS 6 300 400 400 800 1,200 900 300.00% 646710 OFFICE EQUIPMENT R&M 2,806 2,600 2,500 2,900 - 2,900 300 11.54% 651910 MINOR OFFICE EQUIPMENT - 1,000 400 600 200 800 (200) -20.00% 651930 MINOR OFFICE FURNITURE - 300 400 600 - 600 300 100.00% Total Operating Expenses 12,036 14,400 12,200 14,400 1,400 15,800 1,400 9.72% Capital Expenses 764310 OFFICE FURNITURE 41,817 - 1,600 1,300 1,900 3,200 3,200 100.00% 764360 OFFICE EQUIPMENT - 4,100 - - - - (4,100) -100.00% Total Capital Expenses 41,817 4,100 1,600 1,300 1,900 3,200 (900) 100.00% Total County Civil 53,853 18,500 13,800 15,700 3,300 19,000 500 2.70% 48 Clerk of the County Court Clerk of Courts Non-Court General Fund(01l) County Traffic Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321516 County Traffic Operating Expenses 641100 TELEPHONE-BASE COST - 100 - - - - (100) -100.00% 641200 TELEPHONE-TOLL CALLS 234 600 600 600 - 600 - 0.00% 641600 TELEPHONE-EXTRAS 85 - - - - 0.00% 641900 TELEPHONE-ALLOCATED 2,147 2,300 2,000 2,000 - 2,000 (300) -13.04% 644600 RENT-EQUIPMENT 1,896 2,500 3,300 3,600 - 3,600 1,100 44.00% 646180 BUILDING R&M-I.S.F.BILLINGS 61 500 1,000 4,500 - 4,500 4,000 800.00% 646710 OFFICE EQUIPMENT R&M 1,452 1,500 1,500 1,500 - 1,500 - 0.00% 651910 MINOR OFFICE EQUIPMENT 545 1,000 1,000 1,000 - 1,000 - 0.00% 651930 MINOR OFFICE FURNITURE - 500 500 500 - 500 - 0.00% Total Operating Expenses 6,418 9,000 9,900 13,700 - 13,700 4,700 52.22% Capital Expenses 764310 OFFICE FURNITURE - 2,500 2,500 - - - (2,500) -100.00% Total Capital Expenses - 2,500 2,500 - - - (2,500) -100.00% Total County Traffic 6,418 11,500 12,400 13,700 - 13,700 2,200 19.13% 49 1 Recording and Records Management ..-1R rfliwiv 4 I J. . Recording and Records Management Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals: To provide a systematic approach to controlling all phases of records life,to 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. %of Total FY 05 Less Net Programs: FTE's Personnel Costs Revenues Cost To provide on-line computer access to land records by title companies,relators,attorneys,and 30.19 78.95% 1,683,900 1,683,900 - others. To continue to pursue conversion from microfilm to optical storage and retrieval records. Records Management 8.05 21.05% 201,200 81,500.00 119,700.00 To automate the scheduling of records management cycle from documentation creation to final disposition and to inventory all records by activity,status,media in which to store and physical location Subtotal 38.24 21.05% 1,885,100 1,765,400 119,700.00 Expanded Services: Recording 0 0.00% - - - Records Management 0 0.00% - - - Grand Total 38.24 100.00% 1,885,100 1,765,400 119,700 50 Recording and Records Management Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Personal Services 1,182,611 1,586,200 1,494,900 1,627,900 - 1,627,900 41,700 2.63% Operating Expenses 304,311 241,100 183,000 229,800 - 229,800 (11,300) -4.69% Capital Expenses 17,872 122,400 26,500 27,400 - 27,400 (95,000) -77.61% Total 1,504,793 1,949,700 1,704,400 1,885,100 - 1,885,100 (64,600) -3.31% Revenue Fee Collections 5,551,912 4,835,700 5,094,600 3,909,400 10,100 3,919,500 (916,200) -18.95% Total Revenue 5,551,912 4,835,700 5,094,600 3,909,400 10,100 3,919,500 (916,200) -18.95% Permanent Positions 31.49 38.24 38.24 38.24 0.00 38.24 0.00 0.00% This budget includes the Recording and Records Management Department. A comparison of this activity's funding sources for FY 04 and FY 05 are as follows: Current Expanded Source FY04 FY05 Services Total Clerk Fees 1,822,500 1,765,400 - 1,765,400 Board Transfer 127,200 119,700 - 119,700 Total 1,949,700 1,885,100 - 1,885,100 Budret HiRhlifhts: Forecast 03/04 Based on historical trends and current year spending patterns,total expenditures are forecast to be$245,300 less than budgeted. This represents approximatley 12.58 percent of the total budget. The majority of the difference is attributable in capital outlay which is forecast to be$95,900 less than budget. This is due to favorable pricing and delaying the acquisition of additional equipment to future years. Personal services is forecast to be$91,300 less than budget and operating expenses$58,100. Revenues are pacing slightly ahead of budget. It is anticipated that revenues will exceed the budget by$258,900. Current 04/05 The cost for current services decreased by$64,600,or 3.31 percent when compared to the prior year appropriation. The decrease is attributable to reevaluating the capital replacement program for microfiche equipment and taking advantage of favorable pricing. Based on the additional$4 per page fee recently imposed by legislation,it is anticipated that the total number of documents recorded will decrease significantly. This budget includes an overall decrease of revenues of$916,200. Expanded Services 04/05 There are no expanded services programmed for the fiscal year 05 cycle. 51 Recording and Records Management Clerk of Courts Non-Court General Fund(011) Recording Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321910 1 Recording 341100 RECORDING OF LEGAL INSTRUMENTS 4,073,300 3,546,100 3,574,900 2,800,000 - 2,800,000 (746,100) -21.04% 341120 DOCUMENTARY STAMP COMMISSIONS 997,500 870,000 1,100,000 725,000 - 725,000 (145,000) -16.67% 341410 POSTAGE-DOCUMENTS 8,300 10,000 6,000 7,000 - 7,000 (3,000) -30.00% 341438 SALES OF COMPACT DISCS - - 100 100 - 100 100 #DIV/0! 341439 SALES OF MICROFILM COPIES 35,000 25,000 18,000 20,000 - 20,000 (5,000) -20.00% 341440 SALES OF XEROX COPIES - 1,500 - - - - (1,500) -100.00% I 341442 COPIES 101,100 100,000 94,000 82,000 - 82,000 (18,000) -18.00% 341444 PLAT COPIES 2,700 3,000 4,100 3,300 - 3,300 300 10.00% 341490 MISCELLANEOUS FEES 36,300 35,000 37,500 35,000 - 35,000 - 0.00% 341754 REGISTRY OF COURT SERVICE CHARGE 7,300 7,000 12,000 8,000 - 8,000 1,000 14.29% 341756 MARRIAGE LICENSES 62,700 60,000 64,000 60,000 - 60,000 - 0.00% 341758 TAX DEED CLERK FEE 39,600 20,000 24,000 22,000 - 22,000 2,000 10.00% 341774 PASSPORT FEES CIRCUIT 176,400 145,000 147,000 145,000 - 145,000 - 0.00% 341778 HOME SOLICITATION 12 100 200 100 - 100 - 0.00% 341779 MARRIAGE CEREMONY PERFORMED 11,700 13,000 12,800 12,000 - 12,000 (1,000) -7.69% Total Recording 5,551,912 4,835,700 5,094,600 3,919,500 - 3,919,500 (916,200) -18.95% 52 Recording and Records Management Clerk of Courts Non-Court General Fund(011) Recording Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321910 Recording Personal Services 512100 REGULAR SALARIES 735,735 947,400 935,000 965,000 - 965,000 17,600 1.86% 514100 OVERTIME 41,604 40,000 58,000 40,000 - 40,000 - 0.00% 521100 SOCIAL SECURITY MATCHING 57,034 75,600 75,200 77,000 - 77,000 1,400 1.85% 522100 RETIREMENT-REGULAR 49,904 72,100 76,000 77,800 - 77,800 5,700 7.91% 1 523150 LIFE&HEALTH AGGREGATE PREMIUM 185,262 295,500 210,000 309,000 - 309,000 13,500 4.57% 523160 LIFE PREMIUM 3,033 4,500 4,400 4,900 - 4,900 400 8.89% 524100 WORKER'S COMPENSATION-REGULAR 3,150 5,900 1,900 3,500 - 3,500 (2,400) -40.68% 525100 UNEMPLOYMENT COMPENSATION - 600 300 300 - 300 (300) -50.00% Total Personal Services 1,075,722 1,441,600 1,360,800 1,477,500 - 1,477,500 35,900 2.496, Operating Expenses 631100 LEGAL FEES - 2,000 2,000 2,000 - 2,000 - 0.00% 634999 OTHER CONTRACTUAL SERVICES 154,551 5,200 3,400 3,000 - 3,000 (2,200) -42.31% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 484 2,500 300 1,000 - 1,000 (1,500) -60.00% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN 324 - - - - - - 0.00% 640390 PER DIEM-OTHER CHARGES - 400 100 200 - 200 (200) -50.00% 640410 MOTOR POOL RENTAL CHARGE - 200 - 200 - 200 - 0.00% 641100 TELEPHONE-BASE COST 215 1,000 100 200 - 200 (800) -80.00% 641200 TELEPHONE-TOLL CALLS 730 1,500 1,500 2,000 - 2,000 500 33.33% 641210 FAX CHARGES - - 500 500 - 500 500 100.00% 641400 TELEPHONE-DIRECT LINE - 16,400 1,000 1,500 - 1,500 (14,900) -90.85% 641600 TELEPHONE-EXTRAS - 200 - 200 - 200 - 0.00% 641900 TELEPHONE-ALLOCATED 6,923 7,800 8,800 9,000 - 9,000 1,200 15.38% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 43,028 29,400 41,700 42,000 - 42,000 12,600 42.86% 644600 RENT-EQUIPMENT 7,257 8,500 4,000 5,200 - 5,200 (3,300) -38.82% 646180 BUILDING R&M-I.S.F.BILLINGS 70 400 200 400 - 400 - 0.00% 646710 OFFICE EQUIPMENT R&M 36,364 6,500 12,000 15,100 - 15,100 8,600 132.31% 646910 DATA PROCESSING EQUIPMENT R&M 902 86,000 47,000 48,500 - 48,500 (37,500) -43.60% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 334 1,000 200 300 - 300 (700) -70.00% 647230 MICROFICHE SERVICES(COM)OUTSIDE VEP 1,391 2,500 - - - - (2,500) -100.00% 648110 LEGAL ADS - - 200 200 - 200 200 100.00% 648160 OTHER ADS 78 1,000 - 100 - 100 (900) -90.00% 651110 OFFICE SUPPLIES-GENERAL 15,622 18,000 20,000 25,000 - 25,000 7,000 38.89% 651910 MINOR OFFICE EQUIPMENT - 1,000 600 1,000 - 1,000 - 0.00% 651950 MINOR DATA PROCESSING EQUIPMENT 9,678 2,100 5,000 4,800 - 4,800 2,700 128.57% 652830 MICROFILM SUPPLIES&PROCESSING 54 1,000 9,300 18,500 - 18,500 17,500 1750.00% 652910 MINOR OPERATING EQUIPMENT 249 300 - 300 - 300 - 0.00% 652920 COMPUTER SOFTWARE UNDER$500 270 500 - 500 - 500 - 0.00% 652990 OTHER OPERATING SUPPLIES - - 4,000 4,000 - 4,000 4,000 100.00% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 271 - 100 300 - 300 300 100.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 330 400 100 400 - 400 - 0.00% Total Operating Expenses 279,123 195,800 162,100 186,400 - 186,400 (9,400) -4.80% Capital Expenses 764110 AUTOS AND TRUCKS 14,524 - - - - - - 0.00% 764310 OFFICE FURNITURE 3,348 20,000 6,000 2,000 - 2,000 (18,000) -90.00% 764360 OFFICE EQUIPMENT - 44,000 - - - - (44,000) -100.00% 764380 MICROFILM EQUIPMENT - - 12,000 12,000 - 12,000 12,000 100.00% 764900 DATA PROCESSING EQUIPMENT - 42,400 6,800 6,000 - 6,000 (36,400) -85.85% Total Capital Expenses 17,872 106,400 24,800 20,000 - 20,000 (86,400) -81.20% Total Recording 1,372,716 1,743,800 1,547,700 1,683,900 - 1,683,900 (59,900) -3.44% 53 Recording and Records Management Clerk of Courts Non-Court General Fund(011) Records Management (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 321920 Records Management Personal Services 512100 REGULAR SALARIES 74,395 97,400 91,800 97,200 - 97,200 (200) -0.21% 514100 OVERTIME 2,965 4,300 4,000 8,400 - 8,400 4,100 95.35% 521100 SOCIAL SECURITY MATCHING 5,703 7,800 7,300 8,000 - 8,000 200 2.56% 522100 RETIREMENT-REGULAR 4,834 7,400 7,300 8,200 - 8,200 800 10.81% 523150 LIFE&HEALTH AGGREGATE PREMIUM 18,364 26,800 23,100 27,800 - 27,800 1,000 3.73% 523160 LIFE PREMIUM 324 400 400 500 - 500 100 25.00% 524100 WORKER'S COMPENSATION-REGULAR 304 500 200 300 - 300 (200) -40.00% Total Personal Services 106,889 144,600 134,100 150,400 - 150,400 5,800 4.01% Operating Expenses 631100 LEGAL FEES - 700 700 700 - 700 - 0.00% 634999 OTHER CONTRACTUAL SERVICES 2,938 5,700 2,900 3,100 - 3,100 (2,600) -45.61% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL C I 100 - 100 - 100 - 0.00% 640410 MOTOR POOL RENTAL CHARGE - - - - - - - 0.00% 641200 TELEPHONE-TOLL CALLS 30 300 100 300 - 300 - 0.00% 641900 TELEPHONE-ALLOCATED 344 1,000 400 1,100 - 1,100 100 10.00% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 6 200 300 400 - 400 200 100.00% 644600 RENT-EQUIPMENT 509 2,000 500 2,000 - 2,000 - 0.00% 646180 BUILDING R&M-I.S.F.BILLINGS 36 200 100 200 - 200 - 0.00% 646420 AUTO&TRUCKS-TIRES&BATTERIES - 400 100 400 - 400 - 0.00% 646710 OFFICE EQUIPMENT R&M 9,195 26,000 8,400 26,800 - 26,800 800 3.08% 648160 OTHER ADS 110 - 100 100 - 100 100 100.00% 651110 OFFICE SUPPLIES-GENERAL 1,579 1,400 1,700 1,700 - 1,700 300 21.43% 651910 MINOR OFFICE EQUIPMENT - - 100 400 - 400 400 100.00% 651950 MINOR DATA PROCESSING EQUIPMENT - 100 100 100 - 100 - 100.00% 652830 MICROFILM SUPPLIES&PROCESSING 10,440 7,100 5,400 6,000 - 6,000 (1,100) -15.49% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS - 100 - - - - (100) 0.00% Total Operating Expenses 25,188 45,300 20,900 43,400 - 43,400 (1,900) -4.19% Capital Expenses 764110 VEHICLES - - - 2,000 - 2,000 2,000 100.00% 764310 OFFICE FURNITURE - 5,000 1,700 500 - 500 (4,500) -90.00% 764360 OFFICE EQUIPMENT - 11,000 - - - - (11,000) -100.00% 764380 MICROFILM EQUIPMENT - - - 4,900 - 4,900 4,900 100.00% Total Capital Expenses - 16,000 1,700 7,400 - 7,400 (8,600) -53.75% Total Records Management 132,077 205,900 156,700 201,200 - 201,200 (4,700) -2.28% 54 Management Information Systems )44'titCv Management Information Systems Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) Goals: 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. %of Total FY 05 Less Net Prozrams: FTE's Personnel Costs Revenues Cost Management Information Systems 27 100.00% 1,321,600 237,400 1,084,200 To provide cost-effective and reliable communications support for user departments to investigate and develop a functional distributed long-range plan. Subtotal 27 100.00% 1,321,600 237,400 1,084,200 Expanded Services: Management Information Systems 1 3.57% 53,400 9,600 43,800 Grand Total 28 100.00% 1,375,000 247,000 1,128,000 55 Management Information Systems Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent Appropriation Unit Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Personal Services 761,466 849,400 865,100 655,300 48,900 704,200 -145,200 -17.09% Operating Expenses 254,567 425,600 433,200 611,400 400 611,800 186,200 43.75% Capital Expenses 59,459 226,300 185,500 54,900 4,100 59,000 -167,300 -73.93% Total 1,075,493 1,501,300 1,483,800 1,321,600 53,400 1,375,000 -126,300 -8.41% i Permanent Positions 26 27 27 27 1 28 1 3.70% Current Expanded Source FY04 FY05 Services Total Clerk Fees 230,300 237,400 9,600 247,000 Board Transfer 1,271,000 1,084,200 43,800 1,128,000 Total 1,501,300 1,321,600 53,400 1,375,000 Budget Highlights: Forecast 03/04 Based on historical trends and current year spending patterns,total expenditures are forecast to be$14,855 less than budgeted. This represents approximatley 1.2 percent of the total budget. Capital outlay is forecst to be$34,568 less than budget which is attributable to favorable pricing experienced during the fiscal cycle. Both personal services and operating expenses are forecast to slightly exceed budget and reflects full employment during the cycle. Current 04/05 The cost for current services decreased by$142,500 or 11.21 percent when compared to the prior year appropriation. The decrease is attributable to allocation methodologies employed by Clerk and the expansion experienced in the Court arena. Operating expenses increased by$188,200 and is attributable to additional consulting services for enhancements to SAP. Expanded Services 04/05 One expanded FTE is programmed for this cycle. The additional cost to the Board is$43,800. This position is necessary to keep current with the ever increasing demands placed on the MIS Department. 56 Management Information Systems Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY2004 FY2005 Services Proposed (Decrease) Change 322110 M/S Personal Services 512100 REGULAR SALARIES 574,631 625,800 658,800 487,600 36,700 524,300 (101,500) -16.22% 514100 OVERTIME 16,760 11,200 4,000 2,900 - 2,900 (8,300) -74.11% 521100 SOCIAL SECURITY MATCHING 43,809 50,600 50,700 37,500 2,800 40,300 (10,300) -20.36% 522100 RETIREMENT-REGULAR 37,083 48,200 49,900 37,900 2,900 40,800 (7,400) -15.35% 523150 LIFE&HEALTH AGGREGATE PREMIUM 80,823 109,900 93,000 84,300 6,300 90,600 (19,300) -17.56% 523160 LIFE PREMIUM 2,435 3,000 3,100 2,400 200 2,600 (400) -13.33% 524100 WORKER'S COMPENSATION-REGULAR 2,382 500 1,100 1,700 - 1,700 1,200 240.00% 525100 UNEMPLOYMENT COMPENSATION 1,422 200 4,500 1,000 - - 1,000 800 400.00% 528100 ALLOWANCES-MOVING EXPENSES 2,122 - - - - - - 0.00% Total Personal Services 761,466 849,400 865,100 655,300 48,900 704,200 (145,200) -17.09% Operating Expenses 634210 DATA PROCESSING-OFFICE AUTOMATION: 282 - - - - - - 0.00% 634999 OTHER CONTRACTUAL SERVICES 25,022 144,000 140,800 346,200 - 346,200 202,200 140.42% 640200 MILEAGE REIMBURSEMENT-REGULAR 118 100 400 200 - 200 100 100.00% 640300 OUT OF COUNTY TRAVEL-PROFESSIONAL E 4,821 11,100 9,200 18,600 - 18,600 7,500 67.57% 640310 OUT OF COUNTY TRAVEL-REGULAR BUSIN 1,447 3,200 - - - - (3,200) -100.00% 640410 MOTOR POOL RENTAL CHARGE - 200 - - - - (200) -100.00% 641100 TELEPHONE-BASE COST 89 200 - - - - (200) -100.00% 641200 TELEPHONE-TOLL CALLS 382 2,600 - - - - (2,600) -100.00% 641230 TELEPHONE ACCESS CHARGES 14,063 1,500 8,900 6,300 - 6,300 4,800 320.00% 641300 TELEPHONE-INSTALLATIONS - 200 - - - - (200) -100.00% 641400 TELEPHONE-DIRECT LINE 2,491 - 25,500 12,300 - 12,300 12,300 100.00 641600 TELEPHONE-EXTRAS 2,054 500 100 - - - (500) -100.00% 641900 TELEPHONE-ALLOCATED 5,815 6,700 8,100 3,700 300 4,000 (2,700) -40.30% 641950 POSTAGE,FREIGHT&UPS(WAS 642100) 316 500 400 200 - 200 (300) -60.00% 644600 RENT-EQUIPMENT - - 100 - - - - 0.00% 644620 LEASE-EQUIPMENT 446 1,600 1,600 800 - 800 (800) -50.00 646180 BUILDING R&M-I.S.F.BILLINGS 737 900 400 200 - 200 (700) -77.78% 646445 FLEET NON-MAINTENANCE ISF-PARTS&SI 75 - 200 100 - 100 100 100.00% 646710 OFFICE EQUIPMENT R&M 4,478 11,700 4,400 2,200 - 2,200 (9,500) -81.20% 646910 DATA PROCESSING EQUIPMENT R&M 167,374 189,600 187,800 195,400 - 195,400 5,800 3.06% 647110 PRINTING&/OR BINDING-OUTSIDE VENDO: 99 200 500 300 - 300 100 50.00% 647230 MICROFICHE SERVICES(COM)OUTSIDE VEP 183 500 - - - - (500) -100.00% 648160 OTHER ADS 1,200 700 1,800 700 - 700 - 0.00% 651110 OFFICE SUPPLIES-GENERAL 3,364 6,900 3,100 1,500 100 1,600 (5,300) -76.81% 651210 COPYING CHARGES - 500 500 200 - 200 (300) -60.00% 651930 MINOR OFFICE FURNITURE 1,207 1,200 1,100 500 - 500 (700) -58.33% 651950 MINOR DATA PROCESSING EQUIPMENT 2,925 7,200 4,100 3,500 - 3,500 (3,700) -51.39% 652910 MINOR OPERATING EQUIPMENT 356 200 100 100 - 100 (100) -50.00% 652920 COMPUTER SOFTWARE UNDER$500 5,516 6,100 5,200 2,400 - 2,400 (3,700) -60.66% 654110 BOOKS,PUBLICATIONS&SUBSCRIPTIONS 612 2,200 500 700 - 700 (1,500) -68.18% 654210 DUES&MEMBERSHIPS 59 100 100 100 - 100 - 0.00% 654360 OTHER TRAINING/EDUCATIONAL EXPENSES 9,039 25,200 28,300 15,200 - 15,200 (10,000) -39.68% Total Operating Expenses 254,567 425,600 433,200 611,400 400 611,800 186,200 43.75% Capital Expenses 764310 OFFICE FURNITURE - 400 400 700 - 700 300 75.00% 764360 OFFICE EQUIPMENT - 900 900 100 - 100 (800) -88.89% 764900 DATA PROCESSING EQUIPMENT 40,786 146,100 135,700 24,900 1,900 26,800 (119,300) -81.66% 764950 SOFTWARE-GENERAL 18,673 78,900 48,500 29,200 2,200 31,400 (47,500) -60.20% Total Capital Expenses 59,459 226,300 185,500 54,900 4,100 59,000 (167,300) -73.93% Total MIS 1,075,493 1,501,300 1,483,800 1,321,600 53,400 1,375,000 (126,300) -8.41% 57 Reserves & Transfers `ate' Reserves&Transfers Clerk of Courts Non-Court General Fund(011) Fiscal Year 2004-2005 Budget (Adjusted to reflect impact of Revision 7 to Article V of the State Constitution) IObject FY2003 FY 2004 Forecast Current Expanded Total Increase/ Percent I Code Description Actual Budget FY 2004 FY 2005 Services Proposed (Decrease) Change Revenue Reserves 489900 NEGATIVE 5%OF ESTIMATED REVENI - (637,600) - (616,400) (500) (616,900) 20,700 -3.25% Total Revenue Reserves - (637,600) - (616,400) (500) (616,900) 20,700 -3.25% Transfers In 486920 TRANSFER FROM THE BOARD 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Total Transfers In 3,958,400 4,558,800 4,558,800 4,377,500 180,000 4,557,500 (1,300) -0.03% Transfers Out 910010 TRANSFERS TO THE GENERAL FUND 13,201,947 9,776,300 11,318,160 9,335,200 - 9,335,200 (441,100) -4.51% Total Transfers Out 13,201,947 9,776,300 11,318,160 9,335,200 - 9,335,200 (441,100) -4.51% 58