New Clerk Orientation Clerks of Court Operations Corporation 2560-102 Barrington Circle Tallahassee FL 32308 (850) 386-2223 May 16, 2013

New Clerk Orientation

Clerks of Court Operations Corporation

2560-102 Barrington CircleTallahassee FL 32308

(850) 386-2223May 16, 2013

Presentation Introduction and OverviewI. Introduction and OverviewII. Review of Revenue Sources for Clerk BudgetsIII. Review SFY 2013-14 Clerk Budget RequestIV. Review the SFY 2013-14 Budget Approval

ProcessV. Review and Discuss Out Year Budget ProcessesVI. Resume Morning Discussion, Address any

Outstanding Questions, and/or Recap Materials Covered in the Morning

VII. Review Fiscal Year Budget Management ActivitiesVIII. Activity

Presenter: John Dew

CCOC Introduction and Overview What is the CCOC and who are the

members? Why is this organization important to you? What is the difference between the CCOC

and the FCCC? Clarify roles of each.

Presenter: John Dew

Review of Revenue Sources for Clerk Budgets Budget appropriation from state $1.00 first page/$0.50 each additional

page on recorded documents $1.90 per page on recorded documents 10% of all court-related fines Appropriation from Board of County

Commissioners Non-court related service charges

Presenter: Stacy Butterfield

Review SFY 2013-14 Clerk Budget Request Discuss budget forms provided Review each exhibit in the SFY 2013-14

budget form and the applicable budget instructions

Discuss the implications of revenue projections, allocations, outputs projections, and other implications

Highlight exhibits that could be similar in the out years and those that will likely change

Presenter: Greg Cowan

SFY 2013-14 Budget FormsExhibit A – County Identification

Presenter: Greg CowanNote: This Exhibit Could Be Similar in the Out Years

SFY 2013-14 Budget FormsExhibit B – Revenues

Presenter: Doug IsabelleNote: This Exhibit Could Be Similar in the Out Years

Revenue Projections Clerk offices project revenue.

Fines, Filing Fees, Bond Forfeitures, Service Charges, and Court Costs

However, during budget training CCOC provides examples to consider when forecasting revenues including: Local events Spring break Law enforcement manpower Statutes Collection activities

Presenter: Doug Isabelle

Why are Revenues Projections Important? Simple: If there is not enough revenues in

the Trust Fund, budgets impacted.

Clerks’ SFY 12/13 Revenue Projection $422.9 m.

Historically, the actual revenues collected have been 3%-6% below projections


Revenue Picture($millions)

Category SFY 2010-11 SFY 2011-12 SFY 2012-13 Projection

Percent Change

Fines $90.2 $84.5 $77.1 -14.5%

Forfeiture $11.2 $10.5 $8.6 -23.2%

Filing Fees $148.7 $145.4 $138.7 -6.7%

Service Charges $79.4 $80.4 $96.7 21.8%

Interest Earned $1.1 $.7 .5 -54.5%

Court Costs $95.8 $93.4 $90.1 -5.9%

Total $426.4 $414.9 $411.7 -3.4%


Reasons for Historical Trends In 2009--$80 filing fee was redirected from

Clerk Trust Fund to State GR. (change based on HB

1512) In 2009 -- Clerks not authorized to established

payment plans for indigent persons. Diversion programs (e.g. check, mediation,

drug ct.) Public Records Mod. Fund Less civil and traffic cases Collection performance is down


What Does CCOC Do To Help Clerks Increase Revenues?

Education and Training Regional Training On-Site Technical Assistance

Compile data (statewide and county specific) Identify collection best practices

“What are the clerk processes for collecting from assessment date to 90 days?”

Share best practices among the offices Develop collection strategies Statutes require the CCOC to make

recommendations on new or increase fees and service charges


SFY 2013-14 Budget FormsExhibit C – Gross FTE


More on Gross FTE Gross versus net Cost centers

Pre-established and clerk specific Uniform accounting system (UAS)

Codes Court versus non-court

Shared indirect overhead Breakouts


SFY 2013-14 Budget FormsExhibit D – Personnel Costs


More on Personnel Costs Gross versus net Costs centers carry over Applicable personnel costs Distribution of cost across UAS codes

Review civil traffic Personnel cost breakouts

Potential warning message


SFY 2013-14 Budget FormsExhibit E&F – Operating and Capital

Presenter: Greg CowanNote: These Exhibits Could Be Similar in the Out Years

More on Operating and Capital Costs Gross versus net Costs centers carry over Applicable operating costs Distribution of cost across UAS codes

Review civil traffic


SFY 2013-14 Budget FormsExhibit G – Output Measures

Presenter: Doug IsabelleNote: This Exhibit May Change in the Out Years

Outputs (Workload) and Performance (Outcomes) Clerk offices project outputs (workload).

New cases, reopen cases, prior year case activity, notices of appeals, financial receipts, juror summons, and juror payments.

CCOC provides definitions and business rules on how to project new, reopen, and prior year case activity.

CCOC provides case data histories upon request to assist with forecasting.

CCOC does not require clerk offices to report their performance outcomes in their budget requests.


New Cases Filed PictureCourt Division SFY 2010-11 SFY 2011-12 SFY 2012-13 Proj. % Change

Circuit Criminal 301,445 291,026 273,206 -9.4%

County Criminal 467,879 440,991 423,999 -9.4%

Juv. Delinquency 93,568 85,893 72,965 -22.0%

Criminal Traffic 496,623 419,325 390,840 -21.3%

Circuit Civil 298,525 313,772 309,645 3.7%

County Civil 456,787 479,492 465,393 1.9%

Civil Traffic 3,803,927 3,834,459 3,819,677 .4%

Probate 130,372 133,800 136,203 4.5%

Family 317,672 277,479 264,696 -16.7%

Dependency 15,842 15,708 14,784 -6.7%

TOTAL 6,382,640 6,291,945 6,171,408 -3.3%


Reopen Cases PictureCourt Division SFY 2010-11 SFY 2011-12 SFY 2012-13 Proj % Change

Circuit Criminal 175,521 208,593 218,607 24.5%

County Criminal 64,051 79,104 75,129 17.3%

Juv. Delinquency 68,534 66,032 63,957 -6.6%

Criminal Traffic 105,627 124,701 109,079 3.2%

Circuit Civil 242,285 206,676 206,769 -14.6%

County Civil 143,423 147,346 148,991 3.8%

Civil Traffic n/a n/a n/a n/a

Probate 71,817 75,674 69,366 -3.4%

Family 211,091 205,177 216,011 2.3%

Dependency 34,726 41,520 52,770 51.9%

Total 1,116,975 1,154,823 1,160,678 3.9%


Other Projected Workload 111,372,350 docket entries 11,523,400 financial receipts 2,010,295 jurors summoned 230,174 jurors paid 25,355 notices of appeals processed


Why are Outputs (Workload) Important? Measures how much work you accomplish. Measures the services you provide the

citizens of Florida, and the state court system.

It provides information to the Florida Legislature the services they are purchasing for its citizens.


Why is Performance (Outcomes) Important? Measures the quality of the services you

provide the citizens of Florida. Measures the timeliness which you provide

the services. How fast you file a case How fast you docket a case How fast you pay jurors

Measures the rate which you collect monies for the Legislature.


Performance (Outcomes)Picture Collections

Circuit Criminal: std. 9% County Criminal: std. 40% Juvenile Delinquency: std. 9% Criminal Traffic: std. 40% Civil Traffic: std. 90%:

Timeliness Filing cases timely 80% in “x” business days depending on

court division Docketing cases timely 80% in “x” business days depending on

court division

Action plans required based on performance (outcome)


SFY 2013-14 Budget FormsExhibit H – Net Budget Amount

Presenter: Greg CowanNote: This Exhibit Will Change in the Out Years

More on Net Budget Amount Gross versus net Core services

Aligning UAS codes to core services Non-CCOC FTE and expenditures

Title IV-D and others Percent allocations and their implications Final budgeted FTE and request


CFY 2006-07 CFY 2007-08 CFY 2008-09 SFY 2009-10 SFY 2010-11 SFY 2011-12 SFY 2012-13 SFY 2013-14$300,000,000

$350,000,000

$400,000,000

$450,000,000

$500,000,000

$550,000,000

$471,353,187.0

$502,650,681.0

$539,263,216.0

$451,380,312.0$445,188,000.0$444,517,153.0$443,359,860.4$443,380,312.0

Dollars

(in

millions)

The budget data for CFY 2006-07 through CFY 2008-09 is primarily based on the Certified Article V Budget compiled by the CCOC and included in the annual Legislative Report. The budget data for SFY 2009-10 through SFY 2012-13 is based on Legislative appropriations and includes all applicable “true-ups” as of November, 2012. The budget data does not include foreclosure dollars.

Note: There is a three month overlap between CFY 2008-09 and SFY 2009-10.

Historic BudgetsPresenter: Greg Cowan

CFY 2006-07 CFY 2007-08 CFY 2008-09 SFY 2009-10 SFY 2010-11 SFY 2011-12 SFY 2012-13 SFY 2013-146,000.00

7,000.00

8,000.00

9,000.00

10,000.00 9

,138.5

0

9,3

78.8

3

9,6

45.4

9

8,4

43.3

8

8,3

72.7

7

7,9

99.7

6

8,0

95.8

1

8,0

73.4

6

The data for CFY 2006-07 through CFY 2008-09 is based on the Certified Article V Budget compiled by the CCOC and included in the annual Legislative Report. The data for SFY 2009-10 is based on the nine month budgets submitted for October 2009 to June 2010. The data for SFY 2010-11 is based on the budgets submitted for July 2010 to June 2011 and has NOT been adjusted for any estimated fourth quarter adjustment as required by law. The data for SFY 2011-12 is based on the operational SFY 2011-12 budgets, is a net budgeted FTE, and has NOT been adjusted for either the first or fourth quarter adjustments as required by law. The data for SFY 2012-13 is based on the operational SFY 2012-13 budgets, is a net budgeted FTE, and has NOT been adjusted for either the first or fourth quarter adjustments as required by law. The data for SFY 2013-14 is based on the SFY 2013-14 budget requests and is a net budgeted FTE.

Historic Full Time Equivalents (FTE)

Note: There is a three month overlap between CFY 2008-09 and SFY 2009-10.


SFY 2013-14 Budget FormsExhibit I – Additional Information


More on Additional Information Comparison to previous budget authority Details are necessary if requesting an

increase Check for warning message is values do not

equal Explanations should be clear and descriptive

Finance and Budget Committee may follow-up for additional explanations

Method for revenue projection and additional comments can also be provided


SFY 2013-14 Budget FormsExhibit J – Budget Certification

Presenter: Greg CowanNote: This Exhibit will be Determined Based on Policy Decisions

SFY 2013-14 Budget FormsExhibit K – Review Sheet


Review the SFY 2013-14 Budget Approval Process Review staff preparation, review, and

analysis under the leadership of Finance and Budget

Review Finance and Budget process Review Executive Council process Review Legislative Budget Request


Staff Preparation, Review and Analysis under Finance and Budget Preparations and Training Development and Use Budget Forms and

Instructions for Clerk Budget Requests Technical Reviews Benchmark Budget Calculations

Peer Groups Divisional Budgets / Divisional “Service Units”

Unit Costs (by county, by division) Average Peer Group Unit Cost (by division)

Divisional “Service Units” x Average Peer Group Unit Cost Other Information and Data Preparation Local Clerk Staff Assistance


Finance and Budget Process Organizational Meeting

Was held October 25, 2012 for SFY 2013-14 Budget

Two-Day Budget Deliberation Was held November 8 and 9, 2012 for SFY

2013-14 Budget

Presenters: Bob Inzer and Greg Cowan

Executive Council Process Finance and Budget Recommendations

Considered on November 13, 2012 Approved Recommendations with No

Changes

Presenters: John Dew and Greg Cowan

FRS funding requirements will be consistent with existing legislation

Health care costs are projected to increase consistent with prior years

No additional resources impacting clerk workload (e.g., more certified judgeships) will be appropriated to other core court partners

Pay increases have been included consistent with judicial requests and our other court partners

The Legislature will continue to fund foreclosure workload consistent with SFY 2012-13 and judicial request

Appropriations for extraordinary costs will be addressed through a contingency fund

Assumptions in LBRPresenters: John Dew and Greg Cowan

Clerks’ FY 2013-14 Budget Request and Approved Budget

Line Issues Requested Approved

1Clerk Operations and Associated Issues $461,659,018

2 Clerk Operations $442,821,087 $443,380,312

3 FRS Increases $6,748,914

4Health Insurance

Increases$3,022,254

5 Staff Pay Increases $9,066,762

6 Foreclosure Initiative $2,000,000 $9,700,000

7 Contingency Fund $538,773

8 Totals $464,197,791 $453,080,312

Presenters: John Dew and Greg Cowan

Review Out Years Budget Request Process Review Recent Legislative Actions Review July through September 2013 Review CFY 2013-14 Review CFY 2014-15 Review Other Issues

Foreclosure Budget Workload Measures Workload Performance Standards CCOC Duties and Upcoming CCOC Meetings

Discuss Implications and Issues “This is your process”

Presenters: John Dew, Doug Isabelle, and Greg Cowan

CFY 2014-15 Budget Development Timeline


Review Fiscal Year Budget Management Activities Expenditure and Collections Report Outputs Report Performance Reports

Timeliness Collections Jurors Action Plans

2008-111 Report 318.18 Report Fiscal Management Report

Presenters: John Dew, Doug Isabelle, and Greg Cowan

Expenditure and Collections Report


Outputs ReportPresenter: Greg Cowan

Performance - Timeliness Report


Performance - Collections Report


Performance - Jurors ReportPresenter: Greg Cowan

Performance - Action PlanPresenter: Greg Cowan

Ch. 2008-111 ReportPresenter: Greg Cowan

318.18 ReportPresenter: Greg Cowan

Fiscal Management ReportPresenter: Greg Cowan

New Clerk Orientation

Clerks of Court Operations Corporation

2560-102 Barrington CircleTallahassee FL 32308

(850) 386-2223May 16, 2013

Documents

New Clerk Orientation Clerks of Court Operations Corporation 2560-102 Barrington Circle Tallahassee FL 32308 (850) 386-2223 May 16, 2013