CIRCUIT COURT CLERK COUNTY MANAGER’S PROPOSED FY 2020 BUDGET County Board Work Session March 27, 2019
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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System Implemented Developed and implemented proprietary electronic probate records management system to replace final outdated CAF component.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. 2 CCT – Clerk of Circuit Court
Electronic Land Record Statistics FY2016 FY2017 FY2018 FY2019 Land Records Percent Percent Percent Percent 7/1/2015- 7/1/2016- 7/1/2017- Estimate of total of total of total of total 6/30/2016 6/30/2017 6/30/2018 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% 3 CCT – Clerk of Circuit Court
Department Overview 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. 4 CCT – Clerk of Circuit Court
Electronic Civil/Criminal Case Statistics Civil/ FY2015 Percent FY2016 Percent FY2017 Percent of FY2018 Percent of FY2019 7/1/2014- of total 7/1/2015- of total 7/1/2016- total 7/1/2017- total Estimate Criminal 6/30/2015 6/30/2016 6/30/2017 6/30/2018 Total # Docs 87,858 88,558 93,448 5.5% 99,121 6.1% 98,000 Processed increase increase Court 5,453 6.2% 6,510 7.4% 8,041 8.6% 9,568 9.7% 12,662 Records Filed Electronically Criminal 5,593 5,377 5,102 4,214 4,954 Orders Generated Electronically Total 11,046 12.6% 11,887 13.4% 13,143 14.1% 13,782 13.9% 17,616 Electronic Documents Paper Files 3,300 27,00 Destroyed 5 CCT – Clerk of Circuit Court
Summary of Proposed Budget Changes % FY 2019 FY 2020 Change Change Adopted Proposed $3,291,563 $3,447,525 +$155,962 +4.74% Expenses Revenue $1,591,075 $1,648,755 +$57,680 +3.63% 27.0 FTEs 27.0 FTEs - - Staff • 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 of one-time and ongoing funding for system upgrades/equipment and training to support the new positions. 6 CCT – Clerk of Circuit Court
Detail: Proposed Reductions Reduce Business Systems Analyst Position Service Impacts Budget Impact FY 2019: $129,341 • Ability to address ongoing day-to-day technology operations and hardware repair/replacement FY 2020: $69,341 needs in-house will be limited, requiring greater Change: -$60,000 reliance on DTS and OES help desk support. Staff Impact • Courtroom technology training and courtroom systems maintenance for Circuit Court, General -1.0 Business Systems Analyst District Court and Juvenile Court, as well as (filled) support responsibilities will have to be assumed by existing staff, resulting in longer delays in resolving system-wide issues. 7 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. 8 CCT – Clerk of Circuit Court
CIRCUIT COURT CLERK COUNTY MANAGER’S PROPOSED FY 2020 BUDGET County Board Work Session March 27, 2019
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