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CCOC Council April 13, 2009 Agenda

CCOC Council April 13, 2009 Agenda.

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CCOC Council April 13, 2009 Agenda

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  1. CCOC Council April 13, 2009 Agenda 1. Call to Order 2. Roll Call 3. Approval of Agenda and Minutes 4. Treasurer’s Report 5. Discussion of FY 2008-09 Budgets 6. Discussion of FY 2009-10 and FY 2010-11 Budget Process 7. Discussion of Litigation 8. Clerks’ Trust Fund Update 9. Other Business

  2. CURRENT APPROVED BUDGET EXPENDITURES (ABE) $ 497.3 Million LIKELY 2009 LEGISLATIVE SESSION CHANGES: Reduce Article V spending authority to SENATE: $ 451,380,312 million HOUSE: $ 474,174,152 million CONFERENCE: $ _____ million? FY 2008-09 Budget Issues & Implications

  3. Funding FY 2008-09 Must stay within Clerks’ FY 2008-09 collected revenue total $ 515.0 million (Oct-Feb. actual collections, annualized) - 10.7 reduced filing fee for Clerks (to $ 115: July-Sept.) balance: 504.3 million - 5.8 million (adjudications withheld March – Sept. 30)? balance: $ 498.5 available to support budgets Based on economic conditions, Clerks may collect more or less revenues in FY 2008-09 than currently estimated.

  4. 2009 LEGISLATIVE SESSION MANDATEDBUDGET REDUCTION CLERKS’ & CCOC CHALLENGE Reduce FY 2008-09 budgets in a short time $ 497 current $ 474 House $ 451 Senate $ ___ Conference New ABEs - 4.7 % ? - 9.3 % ? - __%? ON TOP OF MARCH REDUCTIONS, THESE CUTS CAN BE VERY SERIOUS FOR ALL CLERKS’ OFFICES

  5. FY 2008-09 Budget Reduction Challenges: TIMING: 2009 Session changes = 3-4 months after final action/Gov’s sig. The longer an office waits, the higher the % reduction required IMPACTS: About 90% of budgets are personnel related; 10% op. expenses. Workloads may increase considerably on staff. Performance: timeliness and collection rates may suffer.

  6. TIMING IMPLICATIONS EXAMPLE Leon County (this is not exact – only for general impact description purposes ) 1. Original Approved Budget Expenditures: $ 7,000,000 134 FTEs 2. ABE reduction ( - 10 % cut required in ’08-’09) - 700,000 3. Assume: must cut $ 700,000 in last quarter of FY (July 1 – Sept. 30) 4. Assume: by July 1, 75% of budget is expended: $ 1,750,000 remains 5. Assume: 90 % of budget is personnel @ $ 50,000 salary/benefits per FTE. 6. Assume: 75% of $ 50,000 per FTE is expended to date = only $ 12,500 per FTE remains unspent A $ 700,000 cut requires eliminating 56 positions on July 1 ( $ 12,500 X 56 = $ 700,000) Office has 78 positions remaining (134 – 56 = 58% reduction) to do all duties: Case processing, Financial Processing, Jury Management, Info. & Reporting STARTING REDUCTIONS IN APRIL = CUT 28 VS. 56 POSITIONS

  7. FY 2008-09 REQUIRED BUDGET REDUCTION OPTIONSASSUME FINAL LEG. MANDATE IS $ 474 MILLION CAP (-4.7%) Option 1: “ACROSS – THE – BOARD” (ATB) 4.7 % CUT Option 2: ATB % cut with a “SAFETY NET” for offices that are in jeopardy of “closing their doors” (only $ available to CCOC = $ 280,000 + from Jury $ ) Option 3. CRITERIA BASED reductions affecting each office differently plus a “SAFETY NET.” • Example: • Revert back to FY 2007-08 actual expenditures ($ 477 million total) • OR • b. Keep the current FY 2008-09 ABE WHICHEVER IS LOWER • Plus “Safety Net $ ” to help smaller offices “keep doors open” • (only possible if the total ABEs makes some $ available) CCOC Finance Committee workshop to consider options ASAP?

  8. FY 2008-09 NEXT STEPS?

  9. THE FY 2009-10 BUDGET PROCESS (as of now) THE BUSINESS MODEL IS REPEALED IN LAW = NO REBASING, ETC. AN APPROPRIATIONS MODEL IS NOW REQUIRED 1. The total Legislatively authorized budget for FY 2009-10 will be a set $ amount. Section 68 of SB 2600: $ 451 Senate example: Clerks are appropriated $ 112,845,078 for July 1 – Sept. 30, 2009 Clerks are appropriated $ 338,535,234 for Oct. 1, ‘09 – June 30, 2010 2. Each Clerk will project total revenues for FY 2009-10: 67 projections. 3. The CCOC will establish the TOTAL COURT REVENUE BUDGET FOR FY 2009-10. 4. The CCOC Approved Clerk budgets must be within the statewide revenue projection. 5. The CCOC will establish the budgets for each Clerk’s Office based on a methodology.

  10. FY 2009-10 NEXT STEPS?

  11. The FY 2010-11 Budget FY 2009-10: ex.: $ 474 mil. Legislative approved budget spending maximum – if revenues can support during the FY CCOC budget process: Clerk submit service budgets to the CCOC by October, 2009. CCOC recommends total funding to the Legislature and shows individual budgets approved by December 2009. Legislature approves $ for July 1, 2010 through June 30, 2011 by May 2010 (Appropriations Act can only budget for the state’s Fiscal Year. Last Quarter of County FY 2010-11 will be budgeted in 2010 Session. THE CLERKS’ FY 2010-11 BUDGET Clerks and CCOC project revenues for FY 2010-11: = $ _________

  12. SUMMARY: SB 2108 MANDATED CHANGES: BUDGETING PROCESS • CCOC: housed administratively in8 Clerks + 1 Court rep. CCOC = state employees • Recommend a fee schedule • Develop performance measures and standards • Create service costing process: Case Proc./Fin. Proc./Jury Mgt./I&R • Send performance reports to Leg. & S. Ct.. • Provide Clerk education. • CCOC is audited annually by the A.G.’s office. • Establish the full budgeting process & provides instructions / training. • Develop “service units” in consultation with Leg., DFS and Supreme Ct. • Review each Clerk’s budget request and compare unit costs in “Peer Groups” (pop. Size + similar # of case filings) and recommend logical unit costs per Clerk’s Budget. OCTOBER 1 • Recommend total and individual Clerk budgets to Leg. and to Supreme Court (which may request DFS audits of CCOC/Clerks’ Offices): DEC. 1 • Total funding for Clerks authorized in Appropriations Act, • CCOC releases appropriations to each Clerk’s Office based on previous quarter’s unit of service/cost and performance results. JAC: Justice Admin. Commission does not control CCOC but does house the Clerks’ Trust Fund Each office sends all revenues to DOR each month for deposit in T.F. • 67 CLERKS OFFICES • Send budget requests to CCOC by OCTOBER 1 annually; send copy to Supreme Court • Indicate number of personnel in each of 4 services: Case Processing, Fin. Proc., Jury Mgt., Info/Reporting • Establish budget needs, including Admin. costs in each of the 4 services • Document the number of units of service to be provided in the 4 services; • Establish the costs per service unit expected; * each Clerk’s Office can keep 10% of fines: flexible use

  13. FY 2010 – 11 NEXT STEPS?

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