Message From Clerk Bock

Summer is often a slow time of year in Palm Beach County, but the season has been anything but slow for the Clerk & Comptroller’s office. In this edition of Your Public Trustee, you’ll read about the results of our efforts to reduce expenses and increase revenue in our office. In fact, for the second consecutive year, the Clerk's office submitted a reduced budget to the county, saving taxpayers a total of $1.9 million! And we brought in an additional $4 million by expanding our efforts to collect court fines. In addition, we’ve put user-friendly information about Palm Beach County finances at your fingertips with our second edition of Checks & Balances: Your Guide to County Finances. We’re also planning for our annual Best Practices event which will honor a local organization nominated for best practices in social responsibility. In this edition, you’ll also read about the future of the court computer system—now in the hands of the Clerk’s office, how volunteers save taxpayers thousands of dollars and so much more.

I hope you find Your Public Trustee to be interesting and informative. Please send us an e-mail to share your thoughts and tell us what topics you would like to see in future editions. Enjoy the rest of your summer!

Best Regards,

Sharon R. Bock, Esq.
Clerk & Comptroller
Palm Beach County

County Finances at Your Fingertips

If you wish you knew a little more about what government does with your hard-earned tax dollars, now you can! The Clerk & Comptroller’s office puts County finances at your fingertips with the second edition of Checks & Balances: Your Guide to County Finances available at www.mypalmbeachclerk.com. The guide was released in May following Clerk Bock’s “Fiscal Year 2007 Year-End Financial Review,” an annual presentation to the Palm Beach County Board of County Commissioners that provides important information about the county’s debt, investments and overall financial health.

The easy-to-read Checks & Balances guide is produced annually by the Clerk’s office and highlights current issues impacting County finances. The award-winning guide answers questions about how your property taxes are assessed, how special districts impact your tax bill and how the County incurs and pays debt. On each page you will also find links to additional useful information.

"By educating the public and increasing fiscal awareness, I will continue my commitment to promoting transparency and accountability in County government," said Clerk Bock. As the accountant, treasurer and auditor for the County – the Clerk’s office provides a check and balance on the County’s revenue and spending. The Checks & Balances guide contains condensed and simplified information, mostly from the Comprehensive Annual Financial Report (CAFR), a more detailed report the office produces at the end of each fiscal year containing roughly 200 pages of financial statements and reports. At just about 20 pages, Checks & Balances is much shorter and intended for the general public.

In the interest of educating and informing residents about County finances, Clerk Bock has also made other publications available online.  Visit www.mypalmbeachclerk.com to find not only Checks & Balances, but also the FY2007 CAFR and two new publications—the Annual Investment Guide and the Annual Debt Guide.  These are YOUR guides. Please use them to better understand your community and the government that serves you.

Fiscal Responsibility Leads to Budget Reductions

Fiscal responsibility is not just necessary when times are tough, revenues are low and budgets strained. A true trustee of the public’s hard-earned money is fiscally responsible even when the going is good, like when property tax revenue soared during Palm Beach County’s real estate boom. The Clerk & Comptroller is committed to protecting your tax dollars, in good times and in bad. The office’s conservative approach to spending has allowed it to slash the County-funded portion of our budget for two consecutive years—the only constitutional officer to do so. The Clerk’s proposed budget for fiscal year 2009 is $16.6 million, a reduction of 7.5 percent or $1.3 million since 2007.

It’s important to note, that while other budgets skyrocketed during the height of the building boom, ours stayed steady. In fact, during that time period, the Clerk’s office practically paid for itself. While our office receives some of your tax dollars, it is primarily funded by the fees paid when someone files a court case or official record. At the peak of mortgage and deed filings in 2005 and 2006, we were able to put more than $26 million back into county coffers, covering a large portion of our expenses. Even now, when revenue from filing fees has declined, we are promising to give the Board of County Commissioners $2.5 million. That money means fewer programs will need to be cut.

Fiscal responsibility requires taking a close look at your organization, scrutinizing your processes and justifying every expense. That’s what the Clerk’s office does every day—and not just when money is in short supply. Read more about how the Clerk’s office is saving you money.

How the Clerk’s Office Saves Money

The Clerk & Comptroller’s office is committed to fiscal responsibility in the spending and protection of public funds. Here are just a few examples:

Reduced Budget Submitted for 2008 and 2009
As a model for fiscal responsibility, the Clerk & Comptroller’s office reduced its budget to the County for two consecutive fiscal years, for a total reduction of 7.5 percent. The budget for Fiscal Year 2009 is 3.6 percent, or $624,269, less than it was in 2008. In addition, our 2008 budget was 3.9 percent, or $698,535 less than it was in 2007.

Increased Collection of Fines by $4.2 Million
In an effort to increase revenue for the county and state, the Clerk’s office stepped up efforts to collect unpaid fines. Between August 2007 and July 2008, just 10 months, the office collected more than $4.2 million in past-due fees, fines and judgments issued in the county.

Saved Taxpayers from Loss of $40 Million Investment
As the County Treasurer, the Clerk’s office took proactive steps to protect taxpayer dollars by removing all money from the state investment pool in late 2007, before a freeze of assets in the state managed fund. Many other counties and municipalities across Florida were caught by surprise. They not only temporarily lost access to their funds, but also suffered a loss of principal due to the impact of subprime investments. On a daily basis, our Treasury department actively manages county taxpayers’ $2 billion cash and investment portfolio.

Audit of Convention and Visitors Bureau Leads to Positive Change
Immediately after the discovery of the misappropriation of more than $1.6 million from the county’s Convention and Visitors Bureau (CVB), the Clerk’s office initiated a performance audit of the bureau. This audit and a follow-up audit conducted in 2007 led to significant changes in the organization’s practices, structure and accountability.

County Commission Staff Bonuses Questioned
In 2006, the Clerk questioned Commissioner Tony Masilotti’s request for an $18,500 bonus for one employee and $10,000 for another employee. This led to the Board of County Commissioners adopting a policy barring staff bonuses above 10 percent of the employee’s salary. In 2007, the Clerk questioned a request made by another commissioner to give bonuses above the limit. After much public debate, the employees eventually received bonuses within the limits of the new policy.

Future of Court Computer Decided

Instead of continuing to waste millions maintaining and modifying a failing court computer system, local criminal justice partners have unanimously agreed to pursue a new system that will meet everyone’s needs, ultimately saving money in the long run.

Clerk Entrusted to Find Cost-Effective Solution
On July 10, 2008, members of the Justice Information Systems Policy Board voted to replace the 10-year-old case management system used by the Chief Judge, State Attorney, Public Defender, Clerk, Sheriff and other justice partners—all members of the Policy Board. In an effort to ensure greater success with a new system, the Board also decided to name Clerk & Comptroller Sharon Bock as the project manager, database administrator and server administrator—charged with selecting, installing, funding and, ultimately, operating the new system.

The existing court computer failed, many believe, because no single entity was responsible for its success. In fact, that was cited as a top reason for failure in an independent evaluation conducted earlier this year by the National Center for State Courts, the court technology experts brought in to determine the most efficient and effective solution for Palm Beach County. “Accountability is the difference,” said Clerk Bock. “My office has the knowledge, resources and project management skills needed to make this a successful endeavor that protects the public’s records and tax dollars, all while meeting the needs of the justice community and the people we serve.”

Court Fees to Pay for Replacement
The Clerk anticipates paying for a new case management system, not with the public’s property tax dollars, but rather, from state-mandated fees collected from the filing of official records and other court documents. By statute, a portion of this fee money must be deposited in an account that can only be used for the Clerk’s technology projects. It is too soon to say how much a replacement system will cost, but by diligently researching options and aggressively negotiating costs, the price of new software will be much lower than the continually rising costs of the current system. The goal is to have something new in place within two to three years.

The Independent Evaluation
The Policy Board’s decision to replace the court computer—also known as the Criminal Justice Information System or CJIS—follows the June 2008 release of an evaluation by the National Center for State Courts. After months of research and interviews with 50 people from eight different organizations, the Center concluded that CJIS does not meet the needs of Palm Beach County, and “is not likely to.” The report recommended replacing the current system, rather than embarking on an upgrade of the software or continuing to spend money on something that will never meet the needs of its users. To read the report or other information about this topic, visit “Get the Facts” at www.mypalmbeachclerk.com.

Clerk Collects $4.2 Million in Past Due Fines

In an effort to increase revenue for the county and state, Palm Beach County Clerk & Comptroller Sharon Bock has stepped up efforts to collect unpaid fines. From August 2007 to July 2008, the Clerk’s office has collected more than $4.2 million in past-due fees, fines and judgments issued in the county.

“We took this proactive step to expand collections in part to offset the effects of budget cuts, and we have already exceeded state standards for collections of this kind,” Clerk Bock said.

For years, the office has teamed up with collections agencies to help collect unpaid traffic tickets, but now the collections effort has expanded to include those stemming from criminal traffic infractions and felony and misdemeanor judgments issued by the courts.

Avoid Extra Fees
To avoid being sent to collections, traffic tickets may be paid in person at any courthouse location, through mail, by phone at 888-760-9201, or online at www.mypalmbeachclerk.com. There are some situations in which you can only make your payment in person or by mail. Those include when a payment is not made within 30 days of receiving the citation and you’ve received late charges or a suspended license. Also, if you’ve received a citation for no proof of insurance, driver’s license or registration, you must submit a copy of the record with the payment in person or through mail. Finally, all debts sent to collections must be paid in person, mailed to the Clerk’s office, or submitted to the collections agency.

For more information, call the Clerk & Comptroller’s Court Revenue Department at (561) 355-1520.

Florida Legislature Increases Several Court Fees and Charges

Governor Charlie Crist signed legislation that increased more than 140 court-related fees on July 1, 2008. The bill, titled CS/SB 1790, raises fees on a wide variety of court-related activities, including divorce filings, tenant evictions, applying for a public defender, recording official documents, traffic infraction fines and some costs related to criminal prosecutions.

The increases range from an additional 50 cents to certify a public record to the doubling of fines for offenses like DUI. The legislation also adds fees, including a new $10 charge for issuing a summons and a $295 fee for filing a counterclaim, cross-claim or third party complaint.

Why the Increase?
The Florida Legislature, not the Clerk’s office or local judiciary, regulates court fees. Fees have not been adjusted since 2004 when a revision of Article V of the Florida Constitution altered how the court system is funded. The fee increases are expected to ease, but not eliminate, next year’s budget shortfalls in the state court system. The changes will generate an estimated $121 million for the state’s general revenue fund, $75 million of which would be allocated for Florida’s courts, prisons, state attorney, public defender and other related offices. While the Clerk’s office is responsible for collecting fees for various court-related activities, it will not receive any additional revenue from these increases.

For a list of fees or more information, visit www.mypalmbeachclerk.com or call the Clerk & Comptroller at (561) 355-2996.

Recording Change: DR-219 No Longer Required

On June 1, 2008, the Florida Department of Revenue eliminated the Return for Transfer of Interest in Real Property form, or DR-219, which was previously required when recording with the Clerk’s office a deed or other document transferring property.

In place of the form, which included information such as the sale or transfer price of the property, the Clerk’s office will accept the property transfer amount in a transmittal letter or memo accompanying the deed. It can also be included in the document itself. It is important to note that the elimination of the DR-219 has no impact on requirements pertaining to the payment of documentary stamp taxes on property. Read our Clerk Alert for more information.

Courthouse Expansion Leads to Expanded Service

The Clerk & Comptroller’s branch office in the South County Courthouse has moved into a bigger, better and brand new section of the facility. On July 7, the office opened inside the newly constructed 75,000 sq. ft. portion of the courthouse adjacent to the existing building at 200 W. Atlantic Avenue in Delray Beach, Fla.

“The expansion will help us achieve our goal of providing world-class customer service,” said Sharon Bock, Clerk & Comptroller of Palm Beach County. “The Clerk’s facilities now have seating for 120 customers and nine more windows to allow us to serve customers more quickly and efficiently.” It also includes an enhanced Self Service Center with a Legal Aid attorney and a new “2-1-1” phone that provides access to additional information, referrals, counseling and more.

Judicial, magistrate, state attorney and public defender offices also relocated to the new division. Some of those offices will move back into the existing facility after it undergoes approximately eight months of renovation.

Clerks Continue Effort to Clarify Role as County Auditor

Legislation to clarify the Clerk & Comptroller’s constitutional and historical role as the independent county auditor of public tax dollars gained support during the 2008 session of the Florida Legislature. This year, state lawmakers considered legislation (H.B. 399 and S.B. 640) which was initiated by the Florida Association of Court Clerks & Comptrollers (FACC) after a 2007 Collier County court ruling that posed a statewide challenge to a Clerk’s constitutional authority to ensure county taxpayer money is spent properly.

What’s Next?
Though the legislature ran out of time to consider the legislation, failing to pass both bills in the final days of session, the bills received significant support and attention from legislators in both the Florida House of Representatives and Florida Senate. In fact, more than 18 co-sponsors—including Representatives Carl Domino, R-Jupiter, and Mary Brandenburg, D-Lake Worth—emerged as key supporters of the bills. Additionally, bill sponsors have already been secured to re-file the legislation in 2009.

Clerk Bock remains committed to clarifying her office’s role as the watchdog of county funds and fulfilling the organization’s mission to protect, preserve and maintain the public records and public funds with integrity and accountability.

For additional information about the legislation and lawsuit, click here or visit “Get the Facts” at www.mypalmbeachclerk.com.

Best Practices Award – Call for Nominations

Is your organization a good community partner? Success for an organization is no longer based solely on profit or quality of service and products—being socially responsible is also important. Tell us how you are creating new programs and services that help the environment, give back to the community, enhance fiscal responsibility, or improve ethical practices.

Submit your nominations for the Dorothy H. Wilken Best Practices Award by Friday, August 15. To learn about award criteria and download a nomination form, visit www.mypalmbeachclerk.com, or call (561) 355-2468 for more information. The winner of this year’s award will be announced at Best Practices 2008: Great Organizations…Great Communities, hosted by Clerk & Comptroller Sharon Bock on October 22 in West Palm Beach.

Clerk Volunteers Save Money

On May 28, Clerk Bock hosted a Volunteer Appreciation Ceremony to celebrate the many volunteers who have collectively provided thousands of hours of service to the Clerk’s office and also saved taxpayers thousands.

Annual hours contributed by our volunteers totaled approximately 8,000 in 2007, a figure that has doubled since 2005. Bock told the volunteers, “Since this program began in 1995, you have saved taxpayers $1.2 million dollars…give yourselves a hand!”

Volunteers for the Clerk & Comptroller find the experience to be both educational and rewarding. They gain knowledge of the Palm Beach County judicial system while serving the public and assisting the Clerk & Comptroller’s employees. To find out more about volunteer opportunities at the Clerk’s office visit www.mypalmbeachclerk.com or call (561) 355-6846.

Clerk Honored for Leadership

Leadership Palm Beach County honored Clerk Sharon Bock this spring with a 2008 Leadership Excellence Award during its Fourth Annual Leadership Excellence Award Banquet. The award recognizes exceptional Leadership Program graduates who have made significant and notable contributions for the betterment of the community. Clerk Bock is a “Class of 2000” Leadership graduate.

“An essential goal of all of us who hold leadership positions is to find a way to use our influence to help shape the future of Palm Beach County, making it more sustainable, innovative and ethical," said Clerk Bock in her acceptance speech. "I stand here tonight because Joyce Russell, an active and visionary leader, saw the work we were doing over the years and nominated me for this award. I thank you Joyce. I say the work we are doing because running a constitutional office is like running a business—success is not achieved by the work of one individual, but by many.”

Clerks in the Community

The Clerk & Comptroller’s office is committed to promoting ethics and accountability throughout Palm Beach County. In June, Clerk Bock and other members of the Clerk staff participated in Leadership Palm Beach County’s Ethics Initiative, a “think tank” of local leaders committed to creating a culture of ethics in the County.

In an effort to educate the public about other matters, the Clerk also speaks regularly about County finances, fiscal responsibility and other issues important to taxpayers. This Spring and Summer, she spoke to several organizations including the West Palm Beach Chapter of the Florida Government Financial Officers Association, the Association of Legal Administrators, American Business Women’s Association, Boynton Beach Chamber of Commerce and more. If you are interested in having Clerk Bock or someone else from the Clerk’s office address your group, please call (561) 355-2468.