Gwinnett County Clerk of Court

2014 Budget Presentation

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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

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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 – Budget Overview

2014 Budget • Revenue: $18.3M3 • Expenses: $ 9.3M

• COC Staff: 104 • Workload: 414.3K1 Funds: • Fees/Fines: $ 38.4M • Trust Funds: $ 52.6M • BOE Staff: 32

• Decision Pkg: 2 IT Staff

2013 Budget • Revenue: $20.0M • Expenses: $ 9.2M • COC Staff: 104 • Workload: 419.9K1 Funds: • Fees/Fines: $ 34.0M • Trust Funds: $ 61.2M • BOE Staff: 32

1 Judicial Caseload and RE Filings 2 Two Full Time - One Part Time Clerk 3 Impact of Service Delivery Strategy Agreement 4

Clerk of Court

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382,130

355,284 357,170 353,342 373,890 376,394

397,148 414,287

$19.01

$20.70 $21.10 $21.28

$19.27 $18.43

$17.73 $17.64

$10.00

$12.00

$14.00

$16.00

$18.00

$20.00

$22.00

$24.00

$26.00

$28.00

110,000

160,000

210,000

260,000

310,000

360,000

410,000

460,000

2007 2008 2009 2010 2011 2012 2013 Fcst 2014 Bud

Judicial Case / Deed Filing Cost Analysis 2007 - 2014 (Budgeted)

Judicial Case / Filings Cost per Case

$7.3M* $7.3M*

*COC Operating Expenses (Direct)

Clerk of Court – Special Revenue Fund1 Budget Overview

2014 Budget • Revenue: $1.9M • Expenses: $1.9M2

2013 Budget • Revenue: $ 1.96M • Expenses: $ 1.96M

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

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

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-

20,000

40,000

60,000

80,000

100,000

120,000

140,000

160,000

180,000

200,000

1993 1995 1997 1999 2001 2003 2005 2007 2009 2011 2013Fcst

2015Proj.

2017Proj.

2019Proj.

Judicial Case History

Judicial Cases

2M Cases

1M Cases

3M Cases

Clerk of Court

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Initiatives: Historical Scanning Project & OnBase Document Management

50 Servers

Clerk of Court

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Initiatives: Historical Scanning Project & OnBase Document Management

20,000 Files Per Server

Clerk of Court

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Initiatives: Historical Scanning Project & OnBase Document Management

1 Million Files

Clerk of Court

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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

Clerk of Court

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-

20

40

60

80

100

120

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

Mill

ions

Gross Receipts ($ 1.2B) 2000 - 2013 (Fsct)

Operating Acts (Quicken Actg) Special Registry (Sustain)

Clerk of Court

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110,897

117,892

127,967

141,073

138,918

152,345 150,913

145,745

155,953

6 6 6 6 6 6 6 6 6

0

20

40

60

80

100

100,000

110,000

120,000

130,000

140,000

150,000

160,000

2005 2006 2007 2008 2009 2010 2011 2012 2013

Judicial Cases (+45K / yr) IT Personnel (-0-)

Technology Department Case Support Analysis

2005: 18.5K Cases per Tech 2013: 26.0K Cases per Tech

8 Key Initiatives

87 Clerks 104 Clerks

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.

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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)

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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)

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Gwinnett County Clerk of Court

2014 Budget Presentation

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