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

2. 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
Down approximately $63 in just 5 years!

3. Clerks’ Budgets 2013-Present

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

5. 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.

6. 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

7. Ongoing Projects/Issues
Budget forms updated
Online training will be held for CFY 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.
with instructions and online training for CFY forms will occur in late October.

8. 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
Overview and improvements

9. Jury History
Clerks reimbursed for jury per diem, meals and lodging expenses.
thru Juror expense all paid by Clerks within collected revenues.
Legislature approved $11.7 million from GR projected cost of Juror Program Expense for SFY Includes payment for operations and personnel.
Legislature approved another year of $11.7 million for Juror Program Expense.

10. 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.

11. 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

12. 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

13. 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

14. 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
$ ,265.00
9,147
861 2 7
120,042
$ ,925.12
14,431
1,591 3
196,148
$ ,873.85
26,019
2,080 4
262,909
$ ,732.02
44,508
3,575 5
383,853
$ ,930.00
31,849
4,048
738,053
$ ,710.00
89,480
9,087
1,311,481
$ ,330.00
110,584
10,491 8
1,214,467
$ ,397.59
110,323
14,160 9
2,482,129
$ ,956.51
278,669
38,820 10
2,909,726
$ ,565.27
355,003
26,925 11
4,511,400
$ ,038,830.00
318,919
51,538 12
5,947,048
$ ,058,340.00
496,570
42,070
$ ,218,855.36

15. 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

16. SFY 1617 Jury Program Overview

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

18. 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.

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

20. 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%

21. 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.

22. Questions? 74