New Clerk Orientation Clerks of Court Operations Corporation 2560-102 Barrington Circle Tallahassee FL 32308 (850) 386-2223 May 16, 2013
Download ReportTranscript 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 Circle Tallahassee FL 32308 (850) 386-2223 May 16, 2013 Presentation Introduction and Overview Presenter: John Dew Introduction and Overview II. Review of Revenue Sources for Clerk Budgets III. Review SFY 2013-14 Clerk Budget Request IV. Review the SFY 2013-14 Budget Approval Process V. Review and Discuss Out Year Budget Processes VI. Resume Morning Discussion, Address any Outstanding Questions, and/or Recap Materials Covered in the Morning VII. Review Fiscal Year Budget Management Activities VIII. Activity I. CCOC Introduction and Overview Presenter: John Dew 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. Review of Revenue Sources for Clerk Budgets Presenter: Stacy Butterfield 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 Review SFY 2013-14 Clerk Budget Request Presenter: Greg Cowan 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 SFY 2013-14 Budget Forms Exhibit A – County Identification Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan SFY 2013-14 Budget Forms Exhibit B – Revenues Note: This Exhibit Could Be Similar in the Out Years Presenter: Doug Isabelle Revenue Projections Presenter: Doug Isabelle 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 Why are Revenues Projections Important? Presenter: Doug Isabelle 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) Presenter: Doug Isabelle 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% $95.8 $93.4 $90.1 -5.9% $426.4 $414.9 $411.7 -3.4% Court Costs Total Reasons for Historical Trends Presenter: Doug Isabelle 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? Presenter: Doug Isabelle 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 Forms Exhibit C – Gross FTE Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan More on Gross FTE Presenter: Greg Cowan 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 Forms Exhibit D – Personnel Costs Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan More on Personnel Costs Presenter: Greg Cowan 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 Forms Exhibit E&F – Operating and Capital Note: These Exhibits Could Be Similar in the Out Years Presenter: Greg Cowan More on Operating and Capital Costs Presenter: Greg Cowan Gross versus net Costs centers carry over Applicable operating costs Distribution of cost across UAS codes Review civil traffic SFY 2013-14 Budget Forms Exhibit G – Output Measures Note: This Exhibit May Change in the Out Years Presenter: Doug Isabelle Outputs (Workload) and Performance (Outcomes) Presenter: Doug Isabelle 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 Picture Presenter: Doug Isabelle Court 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 Picture Presenter: Doug Isabelle Court 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 Presenter: Doug Isabelle 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? Presenter: Doug Isabelle 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? Presenter: Doug Isabelle 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 Presenter: Doug Isabelle 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 Forms Exhibit H – Net Budget Amount Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan More on Net Budget Amount Presenter: Greg Cowan 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 Historic Budgets Presenter: Greg Cowan $550 $539.3 Dollars (in millions) $500 $450 $502.7 $471.4 $451.4 $445.2 $444.5 $443.4 $443.4 SFY 2010-11 SFY 2011-12 SFY 2012-13 SFY 2013-14 $400 $350 $300 CFY 2006-07 CFY 2007-08 CFY 2008-09 SFY 2009-10 Note: There is a three month overlap between CFY 2008-09 and SFY 2009-10. 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. Historic Full Time Equivalents (FTE) Presenter: Greg Cowan CFY 2006-07 CFY 2007-08 CFY 2008-09 SFY 2009-10 SFY 2010-11 SFY 2011-12 8,073.46 6,000.00 8,095.81 7,000.00 7,999.76 8,000.00 8,372.77 8,443.38 9,645.49 9,138.50 9,000.00 9,378.83 10,000.00 SFY 2012-13 SFY 2013-14 Note: There is a three month overlap between CFY 2008-09 and SFY 2009-10. 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. SFY 2013-14 Budget Forms Exhibit I – Additional Information Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan More on Additional Information Presenter: Greg Cowan Comparison to previous budget authority Details are necessary if requesting an increase Explanations should be clear and descriptive Check for warning message is values do not equal 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 Forms Exhibit J – Budget Certification Note: This Exhibit will be Determined Based on Policy Decisions Presenter: Greg Cowan SFY 2013-14 Budget Forms Exhibit K – Review Sheet Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan Review the SFY 2013-14 Budget Approval Process Presenter: Greg Cowan 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 Presenter: Greg Cowan 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 Presenters: Bob Inzer and Greg Cowan 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 Executive Council Process Presenters: John Dew and Greg Cowan Finance and Budget Recommendations Considered on November 13, 2012 Approved Recommendations with No Changes Assumptions in LBR 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 Presenters: John Dew and Greg Cowan Clerks’ FY 2013-14 Budget Request and Approved Budget Presenters: John Dew and Greg Cowan Issues Line 1 Requested Clerk Operations and Associated Issues 2 Clerk Operations $442,821,087 3 FRS Increases $6,748,914 4 Health Insurance Increases $3,022,254 5 Staff Pay Increases $9,066,762 6 Foreclosure Initiative 7 Contingency Fund 8 Totals Approved $461,659,018 $443,380,312 $2,000,000 $9,700,000 $538,773 $464,197,791 $453,080,312 Review Out Years Budget Request Process Review Review Review Review Review Presenters: John Dew, Doug Isabelle, and Greg Cowan Recent Legislative Actions July through September 2013 CFY 2013-14 CFY 2014-15 Other Issues Foreclosure Budget Workload Measures Workload Performance Standards CCOC Duties and Upcoming CCOC Meetings Discuss Implications and Issues “This is your process” CFY 2014-15 Budget Development Timeline Presenter: Greg Cowan Review Fiscal Year Budget Management Activities Presenters: John Dew, Doug Isabelle, and Greg Cowan Expenditure and Collections Report Outputs Report Performance Reports Timeliness Collections Jurors Action Plans 2008-111 Report 318.18 Report Fiscal Management Report Expenditure and Collections Report Presenter: Greg Cowan Outputs Report Presenter: Greg Cowan Performance - Timeliness Report Presenter: Greg Cowan Performance - Collections Report Presenter: Greg Cowan Performance - Jurors Report Presenter: Greg Cowan Performance - Action Plan Presenter: Greg Cowan Ch. 2008-111 Report Presenter: Greg Cowan 318.18 Report Presenter: Greg Cowan Fiscal Management Report Presenter: Greg Cowan New Clerk Orientation Clerks of Court Operations Corporation 2560-102 Barrington Circle Tallahassee FL 32308 (850) 386-2223 May 16, 2013