Академический Документы
Профессиональный Документы
Культура Документы
&
KAREN E. RUSHING
Clerk of the Circuit Court and County Comptroller
S A R A S O TA C O U N T Y
kAren e. rushing
Clerk of the Circuit Court and County Comptroller sarasota County, florida FACC Florida Association of Court Clerks and Comptrollers
20092010 chair, legislative committee 20082009 chair, strategic planning committee 20072008 president 2005, 2009 clerk of the Year
&
the clerk of the circuit court and county comptroller derives its authority from the Florida state constitution and Florida law. this elected official is commonly referred to as a constitutional officer. the clerk has five major areas of responsibility:
Clerk of the Circuit and County Court County Recorder County Comptroller and Treasurer Ex-Officio Clerk to the Board of County Commissioners County Auditor
The Clerk of the Circuit and County Court is responsible for aiding and promoting the judicial process. As an officer of the court, the clerk attends each courtroom session. service to our customers includes filing official documents, overseeing jury orientation, receiving payment for fines, processing domestic violence petitions, victim restitution, child support and alimony payments, conducting real property foreclosure sales, auditing accounting in guardianship matters, and issuing marriage licenses.
As County Recorder, the clerk is responsible for recording all mortgages, liens, deeds, and other documents having an effect on real estateby assignment of a document instrument numberinto the countys official Records. each document is indexed so that future searches may be easily conducted. the county Recorder collects the documentary tax on behalf of the state of Florida.
the clerks responsibilities as County Comptroller and Treasurer include preparing and publishing the sarasota county comprehensive Annual Financial Report (cAFR) and investing county funds. the clerk is also responsible for other county financial documents, including the consolidated Major Revenue and debt Report and monthly investment reports. As Ex-Officio Clerk to the Board of County Commissioners, the clerk serves as the custodian of the Boards recordsthe official minutes taker of Board meetings and other boardsas designated. As the custodian of records, the clerk has custody of the official seal and administers it according to law. in the role of County Auditor, the clerk establishes and tests compliance with internal controls so that citizens can have reasonable assurance that assets are safeguarded against loss or unauthorized use.
strategic planning is used daily to direct the clerks organization to meet the challenge of controlling costs, offering quality service through the innovative use of technology, and maintaining a high performance workforce. our goal is to enhance the value and reputation of the office of the clerk and comptroller in the eyes of the community, and to demonstrate accountability, transparency, and efficiency in operations. An annually reviewed comprehensive strategic plan is the foundation of this effort. By adopting a three-year planning cycle, the strategic plan remains in alignment with the fiscal year budget development process, identifying major strategic goals, establishing measures of strategic success using the balanced scorecard measurement system, specifying major initiatives to achieve goals, and aligning resources to priorities through the deployment of formal departmental business plans. the clerk uses a strategic planning committee (spc) comprised of members of the organizations leadership team, which represents each functional area of the organizationoperations, court services, clerk Finance and Board services, Finance, internal Audit, Human Resources, performance Management and information services. Working as a collective body, the spcs focus is not only on strategy and comprehensive strategic plan development, but also on addressing any challenges facing the plan and successful implementation thereof. Additionally, the group responds to the actual data gathered as the plan unfolds throughout the year, and identifies opportunities to refocus energies and resources as needed. in 2010even with the challenges associated with foreclosure filings, shrinking revenues, and continued statewide budget cutsthe results of our planning efforts proved effective. By controlling costs while focusing our resources on legal mandates and customer service levels, the clerks team concentrated on the organizations core valuesintegrity, Making a difference, proficiency, Accountability, commitment and trustworthinessas the foundation for serving clients and the community. For your convenience, we are pleased to present you with specific accomplishments on the following pages, demonstrating how our planning process resulted in improvements, efficiency, transparency, and ultimately better customer service.
Clerk of the Circuit Court and County Comptrollers Strategic Direction Statement
While meeting the challenge of controlling costs, we will be recognized as a leader in quality service through the innovative use of technology and a high performance workforce. In doing so, we will enhance the value and reputation of the Clerks office in the eyes of the community.
(From left to right) eydie peacher, sphr irene g. plank, Attorney at law Janet C. Cantees Mark r. simmons, CiA, Cfe karen e. rushing peter h. ramsden Jeanette l. phillips, CpA David Winiecki, pMp director of Human Resources director of court services chief operations officer director of internal Audit clerk of the circuit court and county comptroller director of Finance director of clerk Finance and Board services director of performance Management and information services
GOAL 2
GOAL 3
Accomplishment expanded credit card choices. Customer Benefits selecting a new credit card processing
company offers added customer convenience and better protection against fraud.
GOAL 4
Accomplishment Awarded certificate of Achievement for excellence in Financial Reporting for FY 2009 (26th consecutive year). Customer Benefits demonstrates the organizations
pursuit of statutory compliance, best practices, cost efficiencies, and excellence in financial reporting.
Accomplishment Remitted 104% of budgeted collections to the state trust Fund. Customer Benefits collecting and remitting an
additional 4% over what was planned for provided additional funding to the state judicial system.
Accomplishment electronic code enforcement forms. Customer Benefits eliminates delays, processing difficulties
and errors associated with carbon-copy forms by replacing them with automated e-forms.
Accomplishment clerk was recognized in national research for outstanding speed in completing fiscal year end audits. Customer Benefits providing timely and efficient reports
to our customers provides confidence in knowledge of the financial market and demonstrates expertise.
Customer Benefits By providing volunteer opportunities (825 hours in 2010), the clerk reduces costs while supporting students and those seeking community service. Volunteer hours are applicable towards requirements established by the Florida Bright Futures scholarship program. Accomplishment created one stop student Volunteer
program.
Accomplishment developed a case life cycle model intended to identify the cost and timeline requirements of each case type created in the court system. Customer Benefits provides assurance that resources
are allocated based upon volume.
Customer Benefits With over 45,000 vendor invoices pre-audited and processed yearly on behalf of sarasota county, both vendors and clerk staff found direct deposit transactions fast, reliable, and safe. checks no longer run the risk of being lost or stolen, and sending vendor payments electronically is a cost savings measure. Accomplishment introduced electronic Value Adjustment
Board (VAB) filing for the 2010 tax Assessment season.
Customer Benefits students benefit when they can meet all their volunteer requirements at a single location. Graduates of the program who clock 75 hours receive a certificate of recognition; those who meet or exceed 100 hours receive a recognition letter from the clerk, of value to students completing scholarship or college applications. Accomplishment expanded the scope of internship
opportunities within the clerks organization.
Customer Benefits Web-based access to filing a VAB petition offers convenience and greater access to information. Accomplishment identified and secured a vendor for a
new case Management system (cMs).
Customer Benefits Added options to the existing internship program by identifying new projects and offering a total of 1980 hours of internship opportunities in 2010.
MISSION STATEMENT:
To Meet the Needs And Exceed the Expectations of Those We Serve, in Fulfilling Our Constitutional Obligations.
Customer Benefits By using a competitive process, the clerk selected a vendor to implement a new web-based cMs that will establish enhanced functionalitya benefit to the judiciary and other stakeholdersby using the latest software solutions and maintaining the highest standards of efficiency, cost control and staff productivity.
Certificate of Completion
Dedicated Volunteers An important piece of the puzzle!
This certifies that
Jane L. Smith
in dedicated volunteerism and service, has contributed
112 hours
to the Sarasota County Clerks Office, our judicial system, and to the community. Thank you for your efforts!
Karen E. Rushing
Needcommunity servicehours?
the place where is more than ring, not only The Clerks office tickets. By voluntee d organization, you pay traffic part of a respecte better serve will you be a a vital office you will be helping
its citizens. as an by the public Clerk, elected Learn how the maintains all government, integral part of County, the Board for Sarasota 12th Judicial official records ioners and the of County Commiss office records public how the for review Circuit Court; makes them available it takes to meetings and gy; what web technolo jurors who using the latest s all potential and processe Clerk serves summons courts; how the r appear in Sarasota the Comptroller, Treasure being and how taxpayers by Sarasota County; and accountability and Auditor for , transparency providing accuracy servicesfrom marriage and filings ts to probate in all products court documen the Clerks certificates and focuses reporting the people. and financial the needs of office on meeting records about how public how are curious to tell citizens Whether you d, or simply want Clerks products are processe from all of the ities they can benefit us about volunteer opportun ask that and services, social issues ity, the impactful of our commun that align with to the well being are important and to you. neighborhoods
CriminalJusti Law
ce
NEED VOLUNT EER SER CREDITS VICE HOU BEF R Why not learn, ORE YOU GRADUA make new connections, TE? and
have fun?
erkRushings unity,contactCl t. volunteeropport rsking@scgov.ne outthisunique t941.861.7608o Tolearnmoreab esDepartmenta erk.com HumanResourc www.SarasotaCl
You can earn with Karen volunteer service hours by E. Rushin applyin g, the SOCIALAREAOFINTEREST: ComptrollerClerk of the Circuit g for an opport unity Court and for Saraso ta Count County CIVIL/GOVERNMENT The Clerks y. office is more to pay traffic than just tickets the Asastudentvolunteer,youllearncommunityservicehoursasyou gaining experience . By volunteering place where you be helpin in g local govern your area of , not only will you go learnabouttheClerksofficeimpactintheseareas: social interes be helpin ment t, you will information, g the Clerks office better serve its citizen accuracy maintain or giving CriminalJustice in record its transp s. Whether your taxpayers input on techno s keeping, financ arency of ial accou logical efficien money TheLaw ntability, Clerks office , youll have cies that will really does an impact as you learn save the to meet the TheJurySystem what the needs of To learn more the people about this . unique volunte Civil&CriminalActions
OFFICE
/ GOVERN T: Asastuden tvolu MENT asyoulearn nteer,youllearnc ommu abouttheCl erksofficeim nityservicehours pactinthese Crim areas:
er opportu visit www.S nity, contact Clerk Rushin arasotaClerk.c om or email gs Human Resources sking@scgov. Department net. at 941.
TheJury System Civil&C riminalAc tions CrisisInt ervention OfficialR ecordsMa nagemen Gove t rnmentPr ocess
inalJusti ce TheLaw
861.7608,
SERvICES
Clerks in the Sunshine Floridas sunshine laws are among the strongest in the nation, giving every citizen access to information necessary for participating in the democratic process. the clerk fully supports and embraces these laws, and in doing so added a feature to www. sarasotaclerk.com called Clerks in the Sunshine Ensuring Access to Information. Clerks in the Sunshine compiles all financial information, budgets and performance standards into one easy-to find-section on the clerks website. Passport photo services As a convenience to our customers, the clerk offers passport photo services in addition to being an acceptance agent. no appointment is necessary, and photos taken at the clerks office meet all the requirements established by the department of state. Board minutes online and on demand the automation of online access to sarasota county Board of county commissioners meetings is achieved by merging video and recorded official minutes. this offers citizens enhanced search capabilities, multi-media presentation and on demand access. Public access to records computer stations in the clerks two public Access offices allow citizens to search databases of public records, log on to the online foreclosure sales application, and access partner websites such as the county property Appraiser or the 12th Judicial circuit court.
in 2010, sarasota countys Historic courthouse tower underwent a six-month restoration for both cosmetic and structural preservation. the project included re-tiling the signature azure and gold dome, reinforcing the tower structure, replacing inner stairs, repairing terra-cotta tile roofing and recoating the colonnade floor. With the project complete, clerk karen Rushing, commissioner Joseph Barbetta and John Mccarthy, parks and Recreation, had the rare opportunity to climb the tower and admire the view. the landmark, built in 1926, was added to the national Historic Register in 1984.
10
11
Fines &
4,730 7,642
Fines & Forfeitures Fines & Forfeitures Fines & Forfeitures Fines & Forfeitures
4,979
$9,978,515
$9,978,515
State of Florida
11,432 14,701
155.9 135.3
2005 2006
$9,978,515 $204,041
$169,410 Sheriff
$2,736,998 $2,736,998 $2,736,998 $2,736,998 $169,410 $49,353 $204,041 $204,041 $169,410 $49,353 $204,041 $154,034 $204,041 $154,034 $92,823 $154,034 $92,823 $154,034 $3,517 $92,823 $3,517 $92,823 $3,517 $3,517
$49,353 Venice
Longboat Key
State of Florida
Documents Recorded
2010 35.5
(in millions)
FY Fees Collected
$3,517
$92,823 $3,517
$49,353
12
13
By The nuMBers
16
Judges supported in court Hearing officers and Magistrates supported in court Jurors summoned for trials Jurors summoned for Grand Jury Jury trials (not including Grand Jury trials) criminal citations filed in sarasota county in 2010 traffic infractions (60,875) and parking tickets (1,388) processed in 2010 Marriage licenses issued Wedding ceremonies performed number of new e-file and clerknet accounts established public records microfilmed and official records imaged documents recorded, indexed and verified into the official Records of sarasota county, including mortgages, liens, and court documents Foreclosures filed in 2010 dollars accounted for in child support payments invoices pre-audited and paid on behalf of sarasota county payroll direct deposits prepared and checks processed by the Finance department on behalf of sarasota county entities (clerk of the circuit court and county comptroller, tax collector, property Appraiser, supervisor of elections and Board of county commissioners) Audit projects performed Board of county commissioners meetings attended and recorded ordinances processed Resolutions processed contracts processed Advisory committee meetings attended and recorded code enforcement cases processed Value Adjustment Board petitions processed Value Adjustment Board hearings scheduled and coordinated
5 44,277 600 167 8,409 62,263 1,975 522 2,053 1,812,552 161,452 6,066 24,290,905 45,900
65,020
27
64
this historic courtroom, located in the east wing of the 1920s courthouse, features vintage tile work and pecky cypress ceiling beams.
Every day, members of the Clerks team are focused on improving the way we work to better serve our community. The Clerk of the Circuit Court and County Comptroller understands that in our changing world, improvements and efficiencies, as well as technological advances, must continue to be coupled with dedicated customer service to meet our citizens needs, and to exceed your expectations. This year, the Clerk and her staff continued to focus on transparency, effectiveness and accountability as we supported our local government and citizens in a variety of ways.
14
15
JURy DUTy
how does jury selection work?
prospective jurors are randomly selected from a list comprised of licensed drivers over the age of 18 residing in sarasota county, and those citizens who have asked to be included in the potential juror pool. Jury service is limited to one day or one trial.
Why did I get called for jury duty but was not chosen for a trial?
the rules governing the selection process require that a sufficient number of jurors be summonsed, so that there are enough jurors at the completion of the selection process.
Why did I get called for jury duty in Sarasota when I live closer to the venice court?
the sarasota county judiciary is served by two courthouses: sarasotas silvertooth Judicial center, and the Anderson center in Venice. eliminating citizens from jury service at the sarasota courthouse unduly restricted the pool of available jurors. As a result, the chief Judge determined that neither north nor south county residents summonsed for jury duty will be guaranteed to report to the location nearest their residences.
A newly restored tower, rising 110 feet in the air overlooking the Historic courthouse courtyard garden on Main street, shows off stunning Mediterranean-style stucco details uncovered during an extensive renovation completed in 2010.
16
17
Where To finD us
SARASOTA
click on
SARASOTA COUNTY
VENICE
accountability, transparency and efficiency through financial, budget and performance reporting.
941.861.7400
historic Courthouse 2000 Main street sarasota, Florida 34237 Robert L. Anderson Administration Center 4000 south tamiami trail Venice, Florida 34293 Sarasota County Administration Center 1660 Ringling Boulevard sarasota, Florida 34236 Judge Lynn N. Silvertooth Judicial Center 2002 Ringling Boulevard sarasota, Florida 34237
19
18
created under the supervision of karen e. Rushing clerk of the circuit court and county comptroller Janet c. cantees, chief operations officer Alicia c. Accardi, communications Manager design and printing by serbin printing inc. principal photography by lori sax, photographer
KAREN E. RUSHING
Clerk of the Circuit Court and County Comptroller
S A R A S O TA C O U N T Y