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New Clerk Orientation

New Clerk Orientation

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New Clerk Orientation

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

  2. Presentation Introduction and Overview Presenter: John Dew • Introduction and Overview • Review of Revenue Sources for Clerk Budgets • Review SFY 2013-14 Clerk Budget Request • Review the SFY 2013-14 Budget Approval Process • Review and Discuss Out Year Budget Processes • Resume Morning Discussion, Address any Outstanding Questions, and/or Recap Materials Covered in the Morning • Review Fiscal Year Budget Management Activities • Activity

  3. 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.

  4. 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

  5. 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

  6. SFY 2013-14 Budget FormsExhibit A – County Identification Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan

  7. SFY 2013-14 Budget FormsExhibit B – Revenues Note: This Exhibit Could Be Similar in the Out Years Presenter: Doug Isabelle

  8. 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

  9. 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

  10. Revenue Picture($millions) Presenter: Doug Isabelle

  11. 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

  12. 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

  13. SFY 2013-14 Budget FormsExhibit C – Gross FTE Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan

  14. 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

  15. SFY 2013-14 Budget FormsExhibit D – Personnel Costs Note: This Exhibit Could Be Similar in the Out Years Presenter: Greg Cowan

  16. 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

  17. SFY 2013-14 Budget FormsExhibit E&F – Operating and Capital Note: These Exhibits Could Be Similar in the Out Years Presenter: Greg Cowan

  18. 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

  19. SFY 2013-14 Budget FormsExhibit G – Output Measures Note: This Exhibit May Change in the Out Years Presenter: Doug Isabelle

  20. 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.

  21. New Cases Filed Picture Presenter: Doug Isabelle

  22. Reopen Cases Picture Presenter: Doug Isabelle

  23. 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

  24. 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.

  25. 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.

  26. Performance (Outcomes)Picture Presenter: Doug Isabelle • 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)

  27. SFY 2013-14 Budget FormsExhibit H – Net Budget Amount Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan

  28. 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

  29. Historic Budgets Presenter: Greg Cowan 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.

  30. Historic Full Time Equivalents (FTE) Presenter: Greg Cowan 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.

  31. SFY 2013-14 Budget FormsExhibit I – Additional Information Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan

  32. More on Additional Information Presenter: Greg Cowan • 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

  33. SFY 2013-14 Budget FormsExhibit J – Budget Certification Note: This Exhibit will be Determined Based on Policy Decisions Presenter: Greg Cowan

  34. SFY 2013-14 Budget FormsExhibit K – Review Sheet Note: This Exhibit Will Change in the Out Years Presenter: Greg Cowan

  35. 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

  36. 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

  37. 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

  38. Executive Council Process Presenters: John Dew and Greg Cowan • Finance and Budget Recommendations Considered on November 13, 2012 • Approved Recommendations with No Changes

  39. Assumptions in LBR 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

  40. Clerks’ FY 2013-14 Budget Request and Approved Budget Presenters: John Dew and Greg Cowan

  41. Review Out Years Budget Request Process Presenters: John Dew, Doug Isabelle, and Greg Cowan • 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”

  42. CFY 2014-15 Budget Development Timeline Presenter: Greg Cowan

  43. 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

  44. Expenditure and Collections Report Presenter: Greg Cowan

  45. Outputs Report Presenter: Greg Cowan

  46. Performance - Timeliness Report Presenter: Greg Cowan

  47. Performance - Collections Report Presenter: Greg Cowan

  48. Performance - Jurors Report Presenter: Greg Cowan

  49. Performance - Action Plan Presenter: Greg Cowan

  50. Ch. 2008-111 Report Presenter: Greg Cowan