FCCC Fall Conference CCOC Budget Training Hon. Stacy Butterfield, Polk County Hon. Angela Vick, Citrus County Hon. Tara Green, Clay County

Budget Committee Met August 23rd to approve CFY 2017-18 budgets (Approved by Executive Council August 31st) $409.4 million ($397.7 Trust Fund; $11.7 Jury $52 million below our Needs-Based Budget Request ($461M) Down $12.6 million from CFY 2016-17 Down approximately $63 in just 5 years!

Clerks’ Budgets 2013-Present

Health and FRS Increasing as % of Budget Unlike State Agencies, Clerks Must Absorb these Costs

The Budget Model is Broken Civil traffic continues to decline Civil Program funds Criminal Program Legislatively-designated revenues do not necessarily match cost or where workload is Revenues that fund Clerks budget are continuing to decline sharply No RESERVES allowed! State has reserves Counties have reserves The Budget Committee and CCOC Legislative Committee are continuing to work on long-term solutions to present to the Legislature.

Ongoing Projects/Issues Providing Fiscal Impacts for Legislative Requests/Clerk issues Survey for Impact of Hurricane Irma Sent Friday, October 6th, due back by November 1st Very Important to provide good data/estimates Holland and Knight Continuing to provide data as requested and communicate with Legislature. Jury True-Up (Clerk Vick will discuss shortly) Workgroup on how to prioritize any funding increases in future Trust Fund – July, August, and September payments this month Working on better process

Ongoing Projects/Issues Budget forms updated Online training will be held for CFY 2016-17 EC report recently modified. Calculation errors will be corrected and a new version sent prior to training. Do not rely on the EC form to calculate your settle up amounts. The CCOC will tabulate settle-up amounts based on total revenues received and total expenditures. Revised Jury Actual form with instructions will be sent soon. Email with instructions and online training for CFY 2017-18 forms will occur in late October.

Jury Management Program Overview Jury Funding History Policy and procedures affecting your office Understanding the role of JAC, DOR and CCOC in distribution and reporting process Jury Management Funding Funds are requested and prioritized Accountability for Jury Management Funding Finalizing the SFY 2016-17 Overview and improvements

Jury History 2008-2009- Clerks reimbursed for jury per diem, meals and lodging expenses. 2009-2010 thru 2015-16- Juror expense all paid by Clerks within collected revenues. 2016-2017- Legislature approved $11.7 million from GR projected cost of Juror Program Expense for SFY 2016-17. Includes payment for operations and personnel. 2017-2018- Legislature approved another year of $11.7 million for Juror Program Expense.

Policies and Procedures for the Clerk Juror Cost Initiative Guidance regarding submission of quarterly estimates from the clerks/CCOC to the JAC (s.40.29(5),F.S.) Each clerk submitting a quarterly estimate required to include a clerk signed and dated certification letter. Guidance regarding submission of quarterly Actual Jury Management Cost.

Understanding the role of JAC, DOR and CCOC in distribution and reporting process Review, verify and endorse estimate Determine if funds appropriated are sufficient Provide Funding CCOC Collect Estimates Submit to JAC Collect Actual Cost Compare Actual to Estimate Recommend increases/decreases Analyzing data Reconciliation DOR Release of Dollars

Jury Management Funding Funds are requested and prioritized by: Juror Compensation Juror Meals Estimated Juror Lodging Clerk Personnel Costs Clerk Jury Management Operational Cost Accountability for Jury Management Funding: Data Analysis Quarterly Cost Projections Quarterly Actual Cost Year end settle-up following reconciliation

SFY 2016-17 Actual Jury Cost Initiative Compensation to Jurors $4,218,855.36 Meals Provided to Jurors $193,763.74 Lodging Provided to Jurors $8,854.79 Jury-Related Personnel Cost $5,456,817.66 Direct Operational Cost $1,600,905.22 $11,479,196.77

Comparison of Jury summons vs. Jury Payments issued Peer Group # of Counties in Peer Group Total Population in Peer Group Total Amount of Juror Payments Total Jury Summons Total Jury Payments Issued 1 6 71,398 $ 14,265.00 9,147 861 2 7 120,042 $ 22,925.12 14,431 1,591 3 196,148 $ 39,873.85 26,019 2,080 4 262,909 $ 60,732.02 44,508 3,575 5 383,853 $ 81,930.00 31,849 4,048 738,053 $ 175,710.00 89,480 9,087 1,311,481 $ 228,330.00 110,584 10,491 8 1,214,467 $ 242,397.59 110,323 14,160 9 2,482,129 $ 675,956.51 278,669 38,820 10 2,909,726 $ 579,565.27 355,003 26,925 11 4,511,400 $ 1,038,830.00 318,919 51,538 12 5,947,048 $ 1,058,340.00 496,570 42,070 $ 4,218,855.36

Jury Management 2017-2018 Timeframe Reports  Estimated Costs & Certification Anticipated JAC Approved Distribution Actual Cost Report Due to CCOC SFY Quarter 1 (July – Sept) June 20, 2017 July October 20, 2018 SFY Quarter 2 (Oct – Dec) August 20, 2017 September/October January 20, 2018 SFY Quarter 3 (Jan – Mar) November 20, 2017 December/January April 20, 2018 SFY Quarter 4 (Apr – Jun) February 20, 2018 March/April July 20, 2018

SFY 1617 Jury Program Overview

Jury SFY1617 Fund True-up JAC Disbursed $11.7 million Clerks spend total $11,479,196.77 Total Unspent amount is $220,803.23

How to Tell the Clerk’s Story? What is it? A description of all court-related tasks and activities that are legally authorized. Identification of all customers the Clerks serves with these tasks and activities. Estimation of the costs of these services. Identification of the revenues that support these services. (revenues by court division) Ties performance measures to services.

Criminal, Civil, Civil Traffic Programs PAC Framework Criminal, Civil, Civil Traffic Programs (3) Services (9) Activities (35) Tasks (330)

Estimated Cost of Services Court Services Percent of Budgeted Costs Case Processing 58.29% Revenue Collections and Distribution 10.45% Financial Processing 5.56% Request for Records & Reports 6.08% Provide Ministerial Pro Se Assistance 4.13% Technology Services for External Users 4.75% Standard Reporting 2.54% Jury Management 1.77% Administration 6.42%

In the Process of Telling The Clerk’s Story The Clerk’s Story Example: Revenues DO NOT support the costs of providing most of the Clerk’s court-related services. No revenues for processing criminal cases. Customer—e.g. state No revenues for processing domestic violence cases. Customer—e.g. victim, shelters No revenues producing standard reports. Customer– e.g. state agencies, courts, etc. Inadequate revenues to provide ministerial pro se assistance. Customer—e.g. litigant The public will not be adequately served. Public safety will be jeopardized. Commercial entities will be delayed services.

Questions? 74