Kitsap County Clerk 2017 Budget Presentation Tuesday, September 20, 2016 1:00 – 1:30 PM Dave Peterson County Clerk 1
What is the Office of County Clerk? • The County Clerk is an elected official in the Executive Branch of government. • The position of County Clerk is created by the Washington State Constitution . • The County Clerk is a co-equal office to the County Commissioners , not a Department under the commissioners. • The County Clerk serves as the administrative and financial officer for the Superior Court. 2
The Clerk Supports the Superior Court • The Clerk’s Office collects all money for the Superior Court. • We keep the official records of the Superior Court and maintain them in perpetuity . • We maintain the chain-of-custody and store all exhibits offered in court proceedings. • We attend all proceedings of the Superior Court and receive the jury verdict in any action or proceeding. 3
What Else Do We Do? • You, or your attorney, see the County Clerk to start a court suit or action in Superior Court . • Our 1.5 Courthouse Facilitators provide assistance to over 1,400 litigants involved in family law and guardianship matters who are not represented by an attorney. • This helps save time for both the Superior Court and litigants by making sure pro se litigants’ paperwork is complete and filled out properly . • Through legislative efforts started by the Kitsap County Clerk’s Office, all counties now have the option of also providing facilitator services to lay guardians . 4
Wait, There’s More • We summon and process about 38,000 prospective jurors each year for Superior Court, District Court, and the four Municipal Courts. • We provide about 100 jury panels a year for all the courts in Kitsap County . • For this service, we do charge the 4 Municipal Courts our actual costs for juror per diem, meals, and mileage plus a $125 admin fee for each panel called . • As a result, the 4 Municipal Courts do not have to provide and run their own expensive Jury Management Systems . 5
And More • We receive and process fees, criminal fines, and maintain the court registry (accounting records). • We scan, docket, and link over 750,000 pages of court files a year. • We make over 3.1 million SCOMIS transactions a year. • We assist victims of domestic violence who seek protection orders through the courts. • We act as a federal acceptance agent for US passport applications and take passport photos. 6
However, We… Do NOT issue marriage licenses = Auditor • Do NOT record property sales = Auditor • Do NOT issue auto licenses = Auditor • Do NOT handle military separation documents (DD-214) = Auditor • Do NOT issue business licenses = A few from Auditor, most by • State of Washington Business Licensing Service Do NOT process speeding tickets = District Court, Municipal Court • Do NOT maintain current property foreclosure lists = Treasurer • Do NOT do criminal background checks = Washington State Patrol • The core duties of a County Clerk are the same from county to • county but often vary from state to state . 7
We Work Closely With Others in the Law & Justice System • When the Prosecutor’s Office files criminal charges , it does so with the County Clerk. • The County Clerk processes search warrants from the Superior Court so the Sheriff and local police can conduct lawful searches. • We process and maintain bail bonds and cash bail for the Jail. 8
The Clerk’s Office is at the Center of the Law & Justice System • Citizens come to us to seek redress in the Superior Court. • The Sheriff, Prosecutor, and the Superior Court all depend upon the Clerk’s Office doing its job in order to perform their jobs. • A change made in any one of those offices has a ripple effect upon the others . • That’s why it is important to maintain a balance in funding for all offices within Law & Justice. 9
The Clerk’s Office is at the Center of the Law & Justice System (cont.) • Funding any one office, disproportionately greater or less than the others, can upset the other offices’ ability to properly do their jobs . • The Clerk’s Office has no options as to whom we serve or do not serve . • We serve everyone who comes through our doors. 10
Clerk’s Office Budget – Dept 09 • The County Clerk has responsibility for Department 09 – Clerk Services, which is comprised of five programs or cost centers . 9091 – Core Services 9092 – Jury Administration 9094 – Courthouse Facilitator 9095 – LFO Collections 9096 – Passport Services 11
Department 09 – Clerk Services • Only one of the cost centers, Core Services , is mandated to be done by the County Clerk . • Included under Core Services are all the jobs associated with supporting the Superior Court . • One of the other four programs, Jury Services , is mandated to the County and Superior Court , but not to the County Clerk. • The County Clerk voluntarily handles Jury Services for the Superior Court . 12
Department 09 – Clerk Services (cont.) • The remaining three programs under Department 09, Courthouse Facilitator , Collections , and Passports , are also not mandated to the County or the County Clerk . • The County Clerk does them as a service to the public, the courts, and victims —and all 3 programs bring in about as much or more revenue than it costs to provide the services . • Courthouse Facilitator “profit” = $5,247 • Collections “profit” = $342,737 ($1,412,271 total) • Passports “profit” = $131,458 13
2017 Dept 09 – Clerk Services Budget Request • Our County Clerk’s Office revenue projection for 2017 is $14,521 more than our 2016 revenue projection. • When you set aside interfund payments and salaries & benefits, costs over which we have no control , the County Clerk is asking for no more in expenditures for 2017 than was budgeted in 2016 to run all of our 5 programs. • We are submitting a status quo budget request for 2017. • The one “real unknown” in our budget is the expense for juror mileage, meals, and the $10 per diem payment made to all attending jurors under Jury Services. We have little control over this item. It depends on the number and duration of jury trials needed which varies from year to year. 14
COUNTY CLERK -- 2017 BUDGET (Request) Clerk Has LITTLE/NO Control over WHITE fields & Jury Services Clerk Has Control over BLUE fields (lines 18 & 19) PROPOSED 2017 REVENUE Line # 2016 Budget 2017/2016 1 Cat/Cost Center 9091 9092 9094 9095 9096 Totals % Totals Difference 2 Cost Center Task Core Jury CH Facilitator Collections Passports 3 Req/Opt for County? Required Required Optional Optional Optional 4 Req/Opt for Clerk? Required Optional Optional Optional Optional 5 Taxes 350 75,000 0 0 0 75,350 3.98% 82,729 (7,379) 6 Licenses & Permits 0 0 0 0 0 0 0.00% 0 0 7 Intergovernmental 305,000 7,500 0 78,127 0 390,627 20.64% 410,627 (20,000) 8 Charges for Services 655,050 0 150,600 100 170,000 975,750 51.54% 930,150 45,600 9 Fines & Forfeits 0 200 0 345,250 0 345,450 18.25% 364,350 (18,900) 10 Misc/Other 5,850 0 0 100,000 0 105,850 5.59% 90,650 15,200 11 Total Revenue 966,250 82,700 150,600 523,477 170,000 1,893,027 100.00% 1,878,506 14,521 12 100.00% % of Total 51.04% 4.37% 7.96% 27.65% 8.98% 100.00% PROPOSED 2017 EXPENSES Line # 2016 Budget 2017/2016 13 Cat/Cost Center 9091 9092 9094 9095 9096 Totals % Totals Difference 14 Cost Center Task Core Jury CH Facilitator Collections Passports 15 Req/Opt for County? Required Required Optional Optional Optional 16 Req/Opt for Clerk? Required Optional Optional Optional Optional 17 Salaries & Benefits 2,527,784 187,250 135,511 166,800 34,209 3,051,554 86.63% 2,852,929 198,625 18 Supplies 36,300 1,600 1,000 350 4,000 43,250 1.23% 44,000 (750) 19 Services 43,833 165,600 960 4,150 250 214,793 6.10% 214,043 750 20 Interfund Payments 175,558 19,929 7,882 9,440 83 212,892 6.04% 205,133 7,759 21 Other Uses 0 0 0 0 0 0 0.00% 0 0 22 Total Expenses 2,783,475 374,379 145,353 180,740 38,542 3,522,489 100.00% 3,316,105 206,384 23 100.00% % of Total 79.02% 10.63% 4.13% 5.13% 1.09% 100.00% 24 Rev/Exp Difference (1,817,225) (291,679) 5,247 342,737 131,458 (1,629,462) (1,437,599) (191,863) 25 FTE Employees 31.30 2.25 1.50 2.25 0.50 37.80 37.80 0.00 5- Year Historical Trend of 9092 Jury Actual Expenditures for SERVICES (Varies with Jurors Called & Juries Used) 26 9092 Actuals 2011 2012 2013 2014 2015 5-Yr Aver 1/2 2016 2016 Proj 2017 Req 27 Services (see line 19) 263,667 184,993 267,681 161,347 225,675 220,673 94,746 189,492 165,600 15
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