Gwinnett County Clerk of Court
2014 Budget Presentation
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Clerk of Court Budget Presentation Outline
• Clerk of Court Divisions • 2013 Budget vs. 2014 Budget • Objectives and Initiatives • Key Case and Financial Statistics • The Decision Package
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Clerk of Court Divisions
• Real Estate Records • Magistrate Court Records • State Court Records • Superior Court Records • Appeals, Adoptions, Garnishments • Board of Equalization (2011) • Accounting-Finance (2012) • Information Technology
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Clerk of Court – Budget Overview
2014 Budget • Revenue: $18.3M3 • Expenses: $ 9.3M
• COC Staff: 104 • Workload: 414.3K1 Funds: • Fees/Fines: $ 38.4M • Trust Funds: $ 52.6M • BOE Staff: 32
• Decision Pkg: 2 IT Staff
2013 Budget • Revenue: $20.0M • Expenses: $ 9.2M • COC Staff: 104 • Workload: 419.9K1 Funds: • Fees/Fines: $ 34.0M • Trust Funds: $ 61.2M • BOE Staff: 32
1 Judicial Caseload and RE Filings 2 Two Full Time - One Part Time Clerk 3 Impact of Service Delivery Strategy Agreement 4
Clerk of Court
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382,130
355,284 357,170 353,342 373,890 376,394
397,148 414,287
$19.01
$20.70 $21.10 $21.28
$19.27 $18.43
$17.73 $17.64
$10.00
$12.00
$14.00
$16.00
$18.00
$20.00
$22.00
$24.00
$26.00
$28.00
110,000
160,000
210,000
260,000
310,000
360,000
410,000
460,000
2007 2008 2009 2010 2011 2012 2013 Fcst 2014 Bud
Judicial Case / Deed Filing Cost Analysis 2007 - 2014 (Budgeted)
Judicial Case / Filings Cost per Case
$7.3M* $7.3M*
*COC Operating Expenses (Direct)
Clerk of Court – Special Revenue Fund1 Budget Overview
2014 Budget • Revenue: $1.9M • Expenses: $1.9M2
2013 Budget • Revenue: $ 1.96M • Expenses: $ 1.96M
• 1O.C.G.A.15-6-94 et seq • 2Historical Scanning Project. 6
Clerk of Court – Objectives & Initiatives • Present:
– e-Court: Sustain System Upgrade (e-filing) • First major upgrade since 1998 (Justice Edition) • Includes Recorders Court, Probate Court
– Audit: Fund Ledger Balance Reconciliation • Unclaimed Cash Bonds (7+ year)
– $781K Paid to County (2011-2013) • Cash Bond / Garnishment Fund Reconciliation
($567K)
• Pending*: – Historical Scanning Project (Estimated at $7.5M, 5-7 Yrs.) – Disaster Recovery & Business Continuity – OnBase Document Management System (e-filing) – Sage MAS 500 Intergration w/ e-Court – Electronic Payment Services – ACH Payments (Garnishment Accounts)
7 * See Decision Package requirements
Clerk of Court
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-
20,000
40,000
60,000
80,000
100,000
120,000
140,000
160,000
180,000
200,000
1993 1995 1997 1999 2001 2003 2005 2007 2009 2011 2013Fcst
2015Proj.
2017Proj.
2019Proj.
Judicial Case History
Judicial Cases
2M Cases
1M Cases
3M Cases
Clerk of Court
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Initiatives: Historical Scanning Project & OnBase Document Management
50 Servers
Clerk of Court
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Initiatives: Historical Scanning Project & OnBase Document Management
20,000 Files Per Server
Clerk of Court
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Initiatives: Historical Scanning Project & OnBase Document Management
1 Million Files
Clerk of Court
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Initiative: Sage MAS 500 Integration with e-Court
The Accounting Department requires a dedicated IT
resource to migrate away from Quicken…
…and to integrate the new accounting software system
Clerk of Court
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-
20
40
60
80
100
120
2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Fcst
Mill
ions
Gross Receipts ($ 1.2B) 2000 - 2013 (Fsct)
Operating Acts (Quicken Actg) Special Registry (Sustain)
Clerk of Court
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110,897
117,892
127,967
141,073
138,918
152,345 150,913
145,745
155,953
6 6 6 6 6 6 6 6 6
0
20
40
60
80
100
100,000
110,000
120,000
130,000
140,000
150,000
160,000
2005 2006 2007 2008 2009 2010 2011 2012 2013
Judicial Cases (+45K / yr) IT Personnel (-0-)
Technology Department Case Support Analysis
2005: 18.5K Cases per Tech 2013: 26.0K Cases per Tech
8 Key Initiatives
87 Clerks 104 Clerks
Clerk of Court – 2014 Operating Budget
Decision Package: (14-CLK-001) • IT Associate Asc IV (2):
– Since 2005:
• Judicial Case Workload will have increased from 111K cases 156K cases per year (41%).
• Clerk of Court Staff levels have increased from 87 to 104 (20%).
• IT Staff Members will have remained unchanged at 6.
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Clerk of Court – 2014 Operating Budget
Decision Package: (14-CLK-001) (Continued) • IT Associate Asc IV (2):
– 8 Major Initiatives:
• Sustain e-Court System Upgrade • Historical Scanning Project • OnBase Document Management System • Disaster Recovery & Business Continuity • Unclaimed Cash Bond Reconciliation • Sage MAS 500 Integration w/ e-Court • Electronic Payment Services • ACH Payments (Garnishment Accounts)
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Clerk of Court Benefits of Objectives and Initiatives
• Clerk of Court Operating Systems Updated / Integrated
• Assists Implementation of the Modernization Act (H.B. 665) – e-filing – Addresses Document Storage Constraints
• Allows Current Employees to be More Efficient – Reduced File Handling – Electronic Payments & ACH Payments
• Disbursement Savings (70K / Yr.)
• Provides the Resources to Comply with Audit Requirements – Unclaimed Cash Bonds ($579K) – Fund Reconciliations
• Key Initiative of Historical Scanning to be Funded by Special Revenue Fund (Clerks Authority)
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Gwinnett County Clerk of Court
2014 Budget Presentation
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