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
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
SERVICE TO OUR CITIZENS IN 2015 5 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
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
SERVICE to SARASOTA COUNTY FY2017 BUDGET* 4.5% increase over FY2016 * Increase exceeds 3% due to required capital expenditure
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
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...363 OFFICIAL DOCUMENTS PROCESSED 100% of documents processed within 24 hours of BoCC approval Resolutions...255 Ordinances.98 Contracts..347
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
A COMMITMENT LONG-TERM, TO SECURE INFORMATION RECORDS PRESERVATION RETENTION Boyers, PA
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 465 1265 3750 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.
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.
RECORDING DATA by FISCAL YEAR FY2005 FY2013 FY2014 FY2015 FY2016 projected Documents Recorded 285,591 180,554 154,119 160,518 158,567 + or - change 10.72% 14.64% 4.15 % 1.22% Population 367,867 386,147 396,962 405,549 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
CIRCUIT FORECLOSURE County CASES INITIATED recorder: Recording Data By Fiscal Year 350 2009 = 8576 300 250 200 2013 = 2984 2014 =1705 2015 =1155 2016 PROJECTED= 945 150 100 50 0 AVG JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC 2013 199 300 311 277 207 230 230 95 130 128 177 169 133 2014 114 122 138 128 109 119 108 122 114 108 97 94 105 2015 77 83 80 72 65 86 75 92 73 69 87 71 71 2016 79 62 87 76 93 76
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
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
Thank You FOR THE OPPORTUNITY TO SERVE YOU. KAREN E. RUSHING Clerk of the Circuit Court and County Comptroller Sarasota County, Florida