CIRCUIT COURT CLERK COUNTY MANAGERS PROPOSED FY 2020 BUDGET County - - PowerPoint PPT Presentation

COUNTY MANAGER’S PROPOSED FY 2020 BUDGET

County Board Work Session

CIRCUIT COURT CLERK

March 27, 2019

Providing exceptional customer service through cooperation and teamwork.

Department Overview

CCT Highlights New STARR Probate System Implemented Developed and implemented proprietary electronic probate records management system to replace final outdated CAF

• component. Received County Manager’s

Award 2018. Land Records E-Recordings Exceed 50% Implemented additional upgrades to Land Records system in fall 2018 which have improved utility and functionality. In FY19, the number of electronically recorded documents will surpass 50 percent for the first time.

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CCT – Clerk of Circuit Court

Electronic Land Record Statistics

Land Records

FY2016 7/1/2015- 6/30/2016

Percent

• f total

FY2017 7/1/2016- 6/30/2017

Percent

• f total

FY2018 7/1/2017- 6/30/2018

Percent

• f total

FY2019 Estimate

Percent

• f total

Total Docs Recorded 27,648 34,307 31,355 31,336 Paper Documents 22,146 80% 18,702 55% 16,655 53% 15,256 49% Electronic Documents 5,502 20% 15,605 45% 14,700 47% 16,080 51%

CCT – Clerk of Circuit Court

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Department Overview

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Document Destruction During FY18-19, CCT criminal and civil staff destroyed approximately 15 file cabinets of paper (over 5,000 files) in accordance with the Library of Virginia document retention guidelines, freeing up needed work space. The file destruction project is ongoing, with an FY19-20 goal of reducing 15 additional cabinets of closed paper files. Credit Card Payments In FY18, the criminal division collected $248,414 in fines, fees and costs through credit card payments, which is 35% of the total criminal fees collected. Credit card processing was first made available by the state in August 2017. Court Filings Civil/Criminal Filings in civil contract cases increased by more than 200% in

• FY18. This increase is expected to continue due to several

large volume electronic filers. Since the first full year electronic case filing was available, electronic filings have increased by 75 percent.

CCT – Clerk of Circuit Court

Electronic Civil/Criminal Case Statistics

Civil/ Criminal

FY2015 7/1/2014- 6/30/2015 Percent

• f total

FY2016 7/1/2015- 6/30/2016 Percent

• f total

FY2017 7/1/2016- 6/30/2017 Percent of total FY2018 7/1/2017- 6/30/2018 Percent of total FY2019 Estimate

Total # Docs Processed 87,858 88,558 93,448 5.5% increase 99,121 6.1% increase 98,000 Court Records Filed Electronically 5,453 6.2% 6,510 7.4% 8,041 8.6% 9,568 9.7% 12,662 Criminal Orders Generated Electronically 5,593 5,377 5,102 4,214 4,954 Total Electronic Documents 11,046 12.6% 11,887 13.4% 13,143 14.1% 13,782 13.9% 17,616 Paper Files Destroyed 3,300 27,00

CCT – Clerk of Circuit Court

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Summary of Proposed Budget Changes

FY 2019 Adopted FY 2020 Proposed

Change % Change

Expenses $3,291,563 $3,447,525 +$155,962 +4.74% Revenue $1,591,075 $1,648,755 +$57,680 +3.63% Staff 27.0 FTEs 27.0 FTEs

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• The Clerk eliminated one (1) FTE Business Systems Analyst to meet the

Manager’s requested budget reduction target amount.

• In FY20, the manager is recommending the addition of one (1) FTE for a

fourth Courtroom Clerk to support the new Circuit Court judge, plus a mix

• f one-time and ongoing funding for system upgrades/equipment and

training to support the new positions.

CCT – Clerk of Circuit Court

Detail: Proposed Reductions

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Reduce Business Systems Analyst Position Service Impacts Budget Impact

• Ability to address ongoing day-to-day technology
• perations and hardware repair/replacement

needs in-house will be limited, requiring greater reliance on DTS and OES help desk support.

• Courtroom technology training and courtroom

systems maintenance for Circuit Court, General District Court and Juvenile Court, as well as support responsibilities will have to be assumed by existing staff, resulting in longer delays in resolving system-wide issues. FY 2019: $129,341 FY 2020: $69,341 Change:

• $60,000

Staff Impact

• 1.0 Business Systems Analyst

(filled)

CCT – Clerk of Circuit Court

Key Budget Considerations

• 12.2% increase in documents filed or recorded over the past two years.
• Line staff report backlogs in processing times due to increased filings, even with technology

efficiencies.

• The need for additional entry level temporary or permanent staff is likely if filings continue to

grow at current levels.

• Vendor costs for system support and maintenance continue to increase as existing systems

are upgraded and enhanced.

• By the close of FY19, the electronic systems in land records, probate, civil, and criminal, as

well as network connectivity with the state, will all have been upgraded or replaced since FY14, reducing the need for ongoing system analysis and hardware replacement at this time.

• The currently existing systems have an approximate five-year life span, after which there

may be a renewed need for in-house systems analysis or additional technology staffing.

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CCT – Clerk of Circuit Court

COUNTY MANAGER’S PROPOSED FY 2020 BUDGET

County Board Work Session

CIRCUIT COURT CLERK

March 27, 2019