Gwinnett County Clerk of Court 2014 Budget Presentation 1
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 2
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 3
Clerk of Court – Budget Overview 2014 Budget 2013 Budget • Revenue: $18.3M 3 • Revenue: $20.0M • Expenses: $ 9.3M • Expenses: $ 9.2M • COC Staff: 104 • COC Staff: 104 • Workload: 414.3K 1 • Workload: 419.9K 1 Funds: Funds: • Fees/Fines: $ 38.4M • Fees/Fines: $ 34.0M • Trust Funds: $ 52.6M • Trust Funds: $ 61.2M • BOE Staff: 3 2 3 2 • BOE Staff: • Decision Pkg: 2 IT Staff 1 Judicial Caseload and RE Filings 2 Two Full Time - One Part Time Clerk 4 3 Impact of Service Delivery Strategy Agreement
Clerk of Court Judicial Case / Deed Filing Cost Analysis 2007 - 2014 (Budgeted) 460,000 $28.00 414,287 $26.00 397,148 410,000 382,130 376,394 373,890 $24.00 357,170 355,284 353,342 360,000 $22.00 310,000 $21.28 $21.10 $20.00 $20.70 $19.27 $19.01 $18.00 260,000 $18.43 $17.73 $17.64 $16.00 210,000 $14.00 160,000 $12.00 $7.3M* $7.3M* 110,000 $10.00 2007 2008 2009 2010 2011 2012 2013 Fcst 2014 Bud *COC Operating Expenses (Direct) Judicial Case / Filings Cost per Case 5
Clerk of Court – Special Revenue Fund 1 Budget Overview 2014 Budget 2013 Budget • Revenue: $1.9M • Revenue: $ 1.96M • Expenses: $1.9M 2 • Expenses: $ 1.96M 1 O.C.G.A.15-6-94 et seq • 6 2 Historical Scanning Project. •
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 $7.5M, 5-7 Yrs.) – Disaster Recovery & Business Continuity – OnBase Document Management System (e-filing) – Sage MAS 500 Intergration w/ e-Court – Electronic Payment Services – ACH Payments (Garnishment Accounts) 7 * See Decision Package requirements
Clerk of Court Judicial Case History 200,000 180,000 160,000 140,000 120,000 100,000 80,000 60,000 3M Cases 40,000 2M Cases 20,000 1M Cases - 1993 1995 1997 1999 2001 2003 2005 2007 2009 2011 2013 2015 2017 2019 Fcst Proj. Proj. Proj. Judicial Cases 8
Clerk of Court Initiatives: Historical Scanning Project & OnBase Document Management 50 Servers 9
Clerk of Court Initiatives: Historical Scanning Project & OnBase Document Management 20,000 Files Per Server 10
Clerk of Court Initiatives: Historical Scanning Project & OnBase Document Management 1 Million Files 11
Clerk of Court Initiative: Sage MAS 500 Integration with e-Court The Accounting Department requires a dedicated IT resource to migrate away from Quicken… …and to integrate the new accounting software system 12
Clerk of Court Gross Receipts ($ 1.2B) 2000 - 2013 (Fsct) 120 Millions 100 80 60 40 20 - 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Fcst Operating Acts (Quicken Actg) Special Registry (Sustain) 13
Clerk of Court Technology Department Case Support Analysis 160,000 155,953 152,345 150,913 100 150,000 141,073 145,745 80 140,000 138,918 127,967 60 130,000 117,892 40 120,000 8 Key Initiatives 110,897 20 110,000 87 Clerks 104 Clerks 6 6 6 6 6 6 6 6 6 100,000 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 2005: 18.5K Cases per Tech 2013: 26.0K Cases per Tech Judicial Cases (+45K / yr) IT Personnel (-0-) 14
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. 15
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) 16
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) 17
Gwinnett County Clerk of Court 2014 Budget Presentation 18
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