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CCOC Finance & Budget Committee

CCOC Finance & Budget Committee. Orlando Hyatt Airport August 10, 2009. AGENDA. INTRODUCTION LEE COUNTY BUDGET AMENDMENT REQUEST AVAILABLE NEW AND UPDATED REPORTING FORMS CLERK OF COURTS TRUST FUND ISSUES

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CCOC Finance & Budget Committee

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  1. CCOC Finance & Budget Committee Orlando Hyatt Airport August 10, 2009

  2. AGENDA INTRODUCTION LEE COUNTY BUDGET AMENDMENT REQUEST AVAILABLE NEW AND UPDATED REPORTING FORMS CLERK OF COURTS TRUST FUND ISSUES UNIT COST METHODOLOGIES AVAILABLE UNIT COST DATA SFY 2010-11 BUDGET FORMS ISSUE REGIONAL BUDGET HEARINGS PROPOSAL OTHER BUSINESS

  3. Clerk Contributions 12 Offices contributed comments & suggestions. The staff workgroup recommendations incorporated as many as possible. See “Staff Package” for details.

  4. CLERKS’ BUDGET PROCESS CCOC / Clerks’ Offices design a budget process consistent with SB 2108, including “Peer Groups” and “Unit Costing” during July and August. CCOC consults with the Leg., DFS and Supreme Court on process: July/Aug CCOC approves the SFY 2010-11 budget process by August 18. CCOC sends “SFY 2010-11 Budget Instructions” by September 1 and provides training, as needed. Clerks submit “SFY 2010-11 Budget Requests” by October 1 CCOC analyzes “Requests” and approves Clerk Budgets CCOC submits “Clerks’ Leg. Budget Request” by Dec. 1. CCOC gets “Approved Appropriations” by May, 2010 “Final Clerks’ Budgets” are approved: May/June Clerks implement SFY 2010-11 budgets by July 1, 2010

  5. PEER GROUPINGS: Staff Recs Considered: RECOMMENDED: 1 Large Peer Grouping 3 Groupings 10 Groupings All Clerk cases + pop. Crim/Civil/Civil Traf. Crim/Civil/Civil Traf. cases in each + pop. and Court Divisions 4 Crim./5 Civil/1 C-Traf. cases in each + pop. • Rationale for Recommendation: • Clerks’ Office familiarity with court divisions. • Clerks’ Budget Requests = history of breakouts by divisions. • Clerks report by court divisions into the “Uniform State Chart of Accounts.” • Identifying case numbers by divisions is possible. • Court related expenditures can be allocated to court divisions as can FTEs. • Comparing Clerks’ offices in Peer Groups is more fair with 10 groups than less = tighter grouping fit and helps limit the number of unit cost “outliers” from average. • Division Groupings produces a “weighting concept” by case type. • Allows for the identification of comparative issues within division related data. • The CCOC can do all Peer Group organization calculations = no Clerk workload.

  6. PEER GROUPS: Staff Recommendations Organize Peer Groups within each of the ten (10) court divisions: • Circuit Criminal: felony…………… • 2. County Criminal: misdemeanor.. • Juvenile Delinquency……….. • 4. Criminal Traffic………………. • 5. Circuit Civil……………………. • 6. County Civil…………………… • 7. Probate………………………… • 8. Family…………………………... • 9. Juvenile Dependency……….. • 10. Civil Traffic…………………….. # of cases CFY 2006-07 CFY 2007-08 County Population …. …. …. …. …. …. …. …. …. …. 7 Peer Groups 8 Peer Groups 7 Peer Groups 11 Peer Groups 10 Peer Groups 9 Peer Groups 8 Peer Groups 7 Peer Groups 10 Peer Groups 8 Peer Groups X

  7. Organizing Peer Groupsfor the Circuit Criminal Court Grouping: EX. Avg. Yr. CasesAvg. Yr. Unit Costs CFY 2006-7 & 2007-08 Expenditures Per Office ______________ $ ___________ $ ______ ______________ $ ___________ $ ______ ______________ $ ___________ $ ______ ______________ $ _________ $_______ Peer Group 1: 1.Clerks’ Office A 2. Clerk’s Office B 3. Clerk’s Office C 4. Clerk’s Office D 5. Clerk’s Office E 6. Clerk’s Office F 7. Clerk’s Office G 8. Clerk’s Office H • Alachua……….. • Baker………….. • Bay…………….. • Bradford………. • Brevard……….. • Broward………. • Calhoun………. • Charlotte……… • Citrus…………. • Clay…………… • Collier………… • Columbia……... • Dade………….. • Duval…………. • Escambia……. • Flagler……….. • Franklin……… • . • . • 67. Washington…. + Peer Groups 2 3 4 5 6

  8. Circuit Criminal (Felony)PEER GROUP 1 EXAMPLEFINDING THE AVERAGE UNIT COST , Peer Group 1: Clerk by Clerk Case Unit Costs Clerk’s Office 1: $ _____ Clerk’s Office 2: $ _____ Clerk’s Office 3: $ _____ Clerk’s Office 4: $ _____ Clerk’s Office 5: $ _____ Clerk’s Office 6: $ _____ Clerk’s Office 7: $ _____ Clerk’s Office 8: $ _____ AVERAGE PEER GROUP UNIT COST $ _______ PER CASE For comparative and illustrative purposes only, calculate average “Benchmark Budgets” for the two year period: CFY 2006-07 and 2007-08

  9. Circuit Criminal Peer Group 1 Example CALCULATING A “SFY 2010-11 PRELIMINARYBUDGET” Multiplies the Peer Group’s Average Unit Cost for Cir. Criminal cases $ XXX $ XXX $ XXX $ XXX $ XXX $ XXX $ XXX $ XXX $ XXX Times the each Clerk’s projected SFY 2010-11 cases = YYY YYY YYY YYY YYY YYY YYY YYY YYY Each Clerk’s Office in Peer Group 1: Clerk’s Office 1 Clerk’s Office 2 Clerk’s Office 3 Clerk’s Office 4 Clerk’s Office 5 Clerk’s Office 6 Clerk’s Office 7 Clerk’s Office 8 = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET = PRELIMINARY BUDGET

  10. BENCHMARK BUDGETS ARE A REFERENCE POINTAS CLERKS PREPARE SFY 2010-11 BUDGET REQUESTS CCOC SFY 2010-11 Budget Instructions EACH CLERK’S OFFICE BENCHMARK BUDGET 2 yr. average 2006-07 and 2007-08 And PRELIMINARY SFY 2010-11 BUDGET Office workload projections * FTE needs * Salaries * Benefits * Contractors * OPS Office cost factors: * Ct-facilities * Insurance *Retirement * Admin. Orders etc. Clerk’s Office Budget Request to CCOC for SFY 2010-11 Unit costs by Peer Group divisions and by “Core Services:” case processing, financial processing, information & reporting and jury management based on: Survey % breakouts or independently.

  11. CCOC BUDGET APPROVAL PROCESS Clerk Budget Requests: CCOC Budget Request Analysis: Trust Fund Projections Possible Clerk Budget Hearings Cost Factors Review Preliminary Budget Peer Group Comparisons CCOC Guidelines 1. Alachua…… $ 2. Baker……… $ 3. Bay………… $ 4. Bradford…… $ 5. Brevard……. $ 6. Broward…… $ 7. Calhoun…… $ 8. Charlotte….. $ 9. Citrus……… $ 10. Clay………. $ 11. Collier…….. $ 12. Columbia… $ 13. Dade……… $ . . 67. Washington..$ CCOC Approved Budgets for 67 Clerks’ Offices CCOC SFY 2010-11 Legislative Budget Lump Sum $ Request

  12. Copy to the Supreme Court CCOC SFY 2010-11 Legislative Budget Request LEGISLATURE SB 2108: Chief Financial Officer shall review the proposed unit costs associated with each Clerk of court’s budget request and makes recommendations to the Legislature. • FINAL APPROPRIATIONS ACT • LUMP SUM APPROPRIATION: CCOC • * UNIT COSTS DOCUMENTED FINAL CCOC APPROVED BUDGET FOR EACH CLERK

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