Fiscal Year 2017 Budget Report

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1 Clerk of the Circuit Court and County Comptroller Fiscal Year 2017 Budget Report Presented to the Sarasota County Commission and Citizens of Sarasota County, Florida June 22, 2016 by KAREN E. RUSHING Clerk of the Circuit Court and County Comptroller Sarasota County, Florida

2 Making an CLERK OF THE CIRCUIT and COUNTY COURT COUNTY COMPTROLLER Treasurer, Ex-officio to the Board of County Commissioners, Recorder, Internal Auditor, Office of Inspector General. ELECTED and SERVING a FOUR YEAR TERM Mission and Values: TO MEET THE NEEDS and EXCEED THE EXPECTATIONS OF THOSE WE SERVE. INTEGRITY MAKING A DIFFERENCE PROFICIENCY ACCOUNTABILITY COMMITMENT TRUSTWORTHINESS

3 SERVICE TO OUR CITIZENS IN Service Locations 24 Hour 7 Days Per Week Online Service Access 223 FTEs and 38 Interns Dedicated to Public Service 218,515 Customers Served IN PERSON, 2015

4 SERVICE to SARASOTA COUNTY FINANCE BOARD RECORDS INTERNAL AUDIT / OFFICE OF INSPECTOR GENERAL COUNTY RECORDER RECORDS MANAGEMENT TOTAL FY2017 $7,804,764 PERSONNEL OPERATING CAPITAL $5,755,000 $1,839,674 $210,000 * COUNTY INTERNAL SERVICE CHARGES...$1,159,873

5 SERVICE to SARASOTA COUNTY FY2017 BUDGET* 4.5% increase over FY2016 * Increase exceeds 3% due to required capital expenditure

6 FY2015 FINANCE: ROLES and RESPONSIBILITIES REVENUE $777.5M EXPENDITURES..$795.5M Maintained GFOA Certificate of Excellence status for 31 years, and unmodified opinion. TREASURY MANAGEMENT INVESTMENTS $875 M Outperformed benchmarks SBA and 2-year treasury FY2015 Treasury Performance Interest Earned: $ 13.3 M Managed 376 funds

7 BOARD RECORDS SERVICES MEETINGS and OFFICIAL MINUTES Attended 764 meetings for Board of County Commissioner, Charter Review, Code Enforcement, Planning Commission and Value Adjustment Boards. 98% of minutes produced within two weeks of meeting date. HEARINGS and CASE MANAGEMENT VAB hearings coordinated and scheduled.192 Code Enforcement OFFICIAL DOCUMENTS PROCESSED 100% of documents processed within 24 hours of BoCC approval Resolutions Ordinances.98 Contracts..347

8 INTERNAL AUDIT DEPARTMENT and OFFICE OF INSPECTOR GENERAL AUDITS and INVESTIGATIVE PROJECTS 46 projects complete 100% of Fraud Hotline reports addressed within 10 business days OUTREACH and TRAINING 326 employees received Fraud Awareness and Prevention training OIG ACCREDITED AS OF JUNE 24, 2015

9 A COMMITMENT LONG-TERM, TO SECURE INFORMATION RECORDS PRESERVATION RETENTION Boyers, PA

10 LAST YEAR, RECORDS MANAGEMENT LOCATED 214 BOXES OF INFORMATION FOR REQUESTORS. HERE ARE SOME OTHER STATISTICS THAT MAY SURPRISE YOU. Number of official records converted to microfilm for archival storage. Number of boxes transferred from county departments to the Records Center for storage. Number of case files requested from the Records Center. Number of maps electronically imaged Number of boxes of records meeting retention, and subsequently shredded. miles Distance driven retrieving and delivering records between Clerk and Comptroller, and Sarasota County departments.

11 RECORDING COUNTY SERVICE RECORDER to the COMMUNITY MORTGAGES DEEDS LIENS 16,373 30,789 2,421 recorded into the Official Records in FY2015, scanned, indexed and verified, with an image of the document available for public viewing within 24 hours of being recorded.

12 RECORDING DATA by FISCAL YEAR FY2005 FY2013 FY2014 FY2015 FY2016 projected Documents Recorded 285, , , , ,567 + or - change 10.72% 14.64% 4.15 % 1.22% Population 367, , , ,549 U.S. Census Bureau estimate as of July 1, 2015 Clerk Fees $4,718,967 $2,021,853 $1,504,903 $1,856,342 $1,886,242 Doc Stamps & Intangible Taxes $140,992,125 $54,692,962 $54,780,325 $67,530,773 $62,013,179 Other Fees $2,912,298 $2,356,370 $3,032,235 $2,512,224 Total Recorder Collections $59,627,113 $58,641,598 $72,419,350 $66,411,645

13 CIRCUIT FORECLOSURE County CASES INITIATED recorder: Recording Data By Fiscal Year = = = = PROJECTED= AVG JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

14 ADDITIONAL COUNTY CUSTOMER RECORDERSERVICES MARRIAGES TAX DEED SALES PASSPORTS 3,184 Licenses issued 741 Ceremonies performed 445 Sales held W A N T E D B Y T H E F B I 7,436 Passport applications processed

15 COMMITMENT County to TRANSPARENCY recorder: Recording Data By Fiscal Year FINANCE REPORTS 2015 Comprehensive Annual Financial Report (CAFR) 2015 Consolidated Major Revenue and Debt Report 2015 IMPACT Report CLERK AND COMPTROLLER REPORTS 2015 Annual Report 2016 Strategic Plan and Balanced Scorecard

16 Thank You FOR THE OPPORTUNITY TO SERVE YOU. KAREN E. RUSHING Clerk of the Circuit Court and County Comptroller Sarasota County, Florida

ST. JOHNS COUNTY CLERK AND COMPTROLLER HUNTER S. CONRAD, ESQ. Dedicated to Excellence Committed to Improvement Serving with Kindness

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