Executive Council Meeting

Welcome to the Executive Council Meeting Florida Clerks of Court Operations Corporation June 24, 2008 Hilton, Daytona Beach

Agenda

Approval of Minutes 1 • April 8, 2008

CCOC Election Results 2 • The following members have been elected to the Executive Council: • Tim Sanders • John Crawford • Bob Inzer • Marsha Ewing • Charlie Green • Richard Weiss • Howard Forman • Harvey Ruvin

Treasurer’s Report 3

Finance and Budget Committee 4 • a) Budget Amendment Requests • b) Update on Regional Budget Training Sessions • c) Update on Collection Agent Survey • d) Update on Civil Traffic Collections Study • e) Update on Rebasing and Trust Fund Reconciliation Process • f) Other Business

Budget Amendment Requests a • Bradford County Clerk’s Office • Requests the authority to remit monthly fewer surplus revenues to the Clerks of Court Trust Fund during FY 2007-2008 • This is due to less revenues being realized than budgeted

Update on Regional Budget Training b • CCOC has developed and scheduled six regional budget training sessions • To date, the following four locations have been visited and training performed: • Okaloosa County in Crestview • Jackson County at the Agricultural Center • Brevard County at the Viera County Complex • Alachua County at the Courthouse in Gainesville • The remaining two sessions in Sarasota and Palm Beach will be visited during the second week of July

Update on Collection Agent Survey c • 64 Clerk’s Offices contracted during FY 2006-2007 with a collection agent • Approximately $36,010,401 was collected during FY 06-07 which is an increase of $10,439,069 from FY 05-06 • Revenues generated by collection agents during FY 06-07 were approximately 7.2% of the total overall Clerk’s court-related revenues • This can be compared to FY 05-06 in which revenues generated by collection agents were approximately 5.5% of the total Clerk’s court-related revenues

Update on Civil Traffic Collections Study d • The CCOC, with contractual assistance from the FACC, is currently working on a statewide civil traffic collections study in direct response to a report released by OPPAGA • CCOC and FACC staff are scheduled to visit fourteen Offices in an effort to determine why some offices have higher or lower than average collection rates • To date, eight Clerks have been visited: • Baker, Bradford, Clay, Lake, Leon, Madison, Pinellas and Union • Remaining six to be reviewed in the near future: • Alachua, Dade, Escambia, Hillsborough, Orange and Wakulla

Update on Rebasing and Trust Fund Reconciliation Process e • Clerks are projecting to have their initial budget cap increased due to actual revenues being greater than initially projected at the beginning of the fiscal year • CCOC staff is in the process of reconciling monthly Trust Fund remittances that are being reported to CCOC from the Clerks on the CCOC Revenue and Expenditure Report to what dollars are received by the Department of Revenue • To date, CCOC has contacted 20 Offices in an effort to resolve reconciling items during this fiscal year with approximately two-thirds of the noted issues being modified

The Honorable Ed FrySt. Lucie County f

Performance Measures Committee 4 • The Performance Measure Committee approved the list of reports to be included in the new performance measure, Information Reporting, and moved that it be forwarded to the Executive Council for approval • CCOC recently sent out Corrective Action Plans for the performance measure reports that were submitted the second quarter of this fiscal year • There were 52 counties that were below at least one measure which required them to complete a Corrective Action Plan

Personnel Committee 4 • The CCOC Personnel Committee met on June 11th and recommended the approval of the proposed 08/09 CCOC Budget • The proposed budget for 08/09 continues to provide operations at no overall increase over the current 07/08 budget • The Auditor General’s staff have completed their audit of the CCOC • CCOC staff is waiting to meet with them to discuss potential findings • The CCOC office is required to be under the State of Florida Retirement system and will work with the CCOC General Counsel to convert from the current retirement system • The Committee voted to recommend to the Council that the current process for seeking and approving vendors for contractual services continue to be used

Legislative Committee 4 • Update on the Legislative Committee

Juror Expense and Policies 5 • The 2008 Florida Legislature passed SB 1790 which the Governor signed into law earlier this month • By law, Clerks are to pay for expenses related to juror time served, lodging and meals • The CCOC Finance and Budget Committee moves forward to the Council a recommendation that the Clerks will submit quarterly requests to the CCOC office for the projected expenses • The CCOC office will then provide information to the Department of Revenue to assure each Clerk receives the necessary funding

SB 1790 Implementation 6 • CCOC staff is working with FACC and Clerk staff, Department of Revenue and Department of Financial Services staff as well as Legislative staff concerning the implementation of Senate Bill 1790 • The bill, effective July 1, 2008 increases certain fines, fees, service charges and court costs as well as delineates Juror funding responsibilities to Clerks

Clerk’ Trust Fund Update 7 • The Department of Revenue has begin making monthly sweeps from the Clerks of Court Trust Fund to General Revenue • DOR staff stated that they are committed to keeping a minimum Trust Fund balance of approximately $5 million after each sweep is made

Other Business 8 • Tentative Schedule for Upcoming Meetings • Organizational Meeting on July 15 in Orlando or Tampa • Executive Council Meeting on September 9th at 1:00 p.m. EST in Palm Beach

Executive Council Meeting