Gwinnett County Clerk of Court

2015 Budget Presentation

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Clerk of Court Budget Presentation Outline

• Clerk of Court Divisions • Objectives and Initiatives • 2014 vs. 2015 Budget • Key Case and Financial Statistics • 2015 Budget Summary

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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

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Clerk of Court – Objectives & Initiatives • Present:

– e-Court: Sustain System Upgrade • First major upgrade since 1998 (Justice Edition) • Includes Recorders Court, Probate Court

– Audit: Fund Ledger Balance Reconciliation • Unclaimed Cash Bonds (7+ year)

– $925K Paid to County (2012-2014) • Cash Bond / Garnishment Fund Reconciliation [563K]

– Office Automation (Scanning Current Case Files)

• Pending: – E-filing: Superior Court Civil beta – *Historical Scanning Project (Phase I: $2.7M, 3 Years) – Disaster Recovery & Business Continuity – Sage Accounting Integration w/ e-Court – Electronic Payment Services – ACH Payments (Garnishment Accounts)

4 * Historical Scanning to commence August 2014. It will be Funded by the Clerk of Court Authority Imaging Fund

Clerk of Court – Budget Overview

2015 Budget • Revenue: $16.4M • Expenses: $ 9.1M

• COC Staff: 1053 • Workload: 414.3K1 Funds: • Fees/Fines: $ 32.6M • Trust Funds: $ 42.5M • BOE Staff: 32

2014 Budget • Revenue: $18.3M • Expenses: $ 9.4M • COC Staff: 104 • Workload: 414.4K1 Funds: • Fees/Fines: $ 38.0M • Trust Funds: $ 52.6M • BOE Staff: 32

1 Judicial Caseload and RE Filings 2 Two Full Time - One Part Time Clerk 3 IT Asc IV

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Clerk of Court – Revenue Variance

2014 Budget vs. 2014 Projection Variance

• Total Variance $ (2.0M)

• Real Estate Taxes1 $ (1.5M) • Real Estate Filing Fees $ (1.0M) • Real Estate Tax Commissions $ (445K) • Civil Costs – State Ct 2 $ (231K)

• Fines – Superior Ct $ 650K • Fines – State Ct $ 239K • Drug Abuse Treatment $ 166K • Fines – JCS $ 57K • Civil Costs – Magistrate Ct $ 44K • Civil Costs – Superior Ct $ 21K

1 Real Estate Filings Down 31% - YTD June 2 State Ct Civil Filings Down 16% - YTD June Judicial Case Filings Down 4.5% - YTD June

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Clerk of Court

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984,202

597,581

-

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

-

200,000

400,000

600,000

800,000

1,000,000

1,200,000

2013 2014

Real Estate Division

Revenue Real Estate Filings (Less Liens)

Monthly Revenue Average: 2013 $900K vs. 2014 $527K (YTD July)

Clerk of Court – Special Revenue Fund1 Budget Overview

2015 Budget • Revenue: $ 606K • Expenses: $ 960K2

• Use of Fund Bal: $ 354K

2014 Budget • Revenue: $ 1.96M • Expenses: $ 1.96M

• 1O.C.G.A.15-6-94 et seq • 2Historical Scanning Project. 8

Clerk of Court

9

2M Cases

1M Cases

3M Cases

-

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

180,000

1993 1995 1997 1999 2001 2003 2005 2007 2009 2011 2013 2015Budget

2017Proj.

2019Proj.

Judicial Case History

Judicial Cases

Clerk of Court

10

-

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

2007 2015 Budget

5,520

11,879 1,179

2,461

Garnishment Division 2007 vs. 2015 (Budget)

Answers per Clerk Case per Clerk

Clerk of Court

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127,967

141,073 138,918

152,345 150,913

145,746 143,651

145,347 147,388

7,264,026 7,353,439

7,536,027 7,519,368

7,203,393

6,935,718 6,853,310

7,048,762

7,455,688

6,200,000

6,400,000

6,600,000

6,800,000

7,000,000

7,200,000

7,400,000

7,600,000

7,800,000

8,000,000

110,000

115,000

120,000

125,000

130,000

135,000

140,000

145,000

150,000

155,000

2007 2008 2009 2010 2011 2012 2013 2014Fcst

2015Bud

Operating Expense Analysis* 2007 - 2015 (Budgeted)

Judicial Cases Op Exp (W/Out Jury-BOE)

$7.3M* $7.5M*

*COC Operating Exp: (net of Indirect Alloc.)

Clerk of Court

12

-

20

40

60

80

100

120

2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014Fcst

Mill

ions

Gross Receipts ($ 1.3B)

2000 - 2014 (Fcst)

Operating Acts (Quicken Actg) Special Registry (Sustain)

Clerk of Court Summary

• Judicial Case Count 4.2% below Budget.

• 2014 Revenue Variance Projected at ($2M) – Driven by Real Estate Division Filings (31%)

• 2015 Revenue Budget vs 2014 Forecast Projected Flat @ $16.4M

• 2015 Operating Expense Budget (300K) vs. 2014

– Driven by Indirect Cost Allocations (381K)

• Goals and Initiatives Continue to Address the Changing Operating Environment of the Clerk of Court.

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Gwinnett County Clerk of Court

2015 Budget Presentation

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