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HomeMy WebLinkAbout08/19/2013 Item 019MOHAVE COUNTY REQUEST FOR BOARD ACTION FORM SUMMARIZE THE ISSUE & DESIRED ACTION CLEARLY /ATTACH BACKUP MATERIAL: Request approval of application and receipt of FY13 -14 State Fill The Gap Funds in the amount of $69,712 and to use Local Fill The Gap Funds in the amount of $340,634 for Mohave County Superior Court. These funds will be used to pay for the following: freelance court reporters, telephone, office supplies and travel expenses, salaries and ERE for courtroom clerks (3), court commissioner (1) and judicial assistant (1). Please see attached application. RECOMMENDED MOTION: Approve application and receipt of $69,712 in State Fill The Gap Funds and to use $340,634 in Local Fill The Gap Funds. Allocate funds as follows: $147,427 to 257 -01 -0700 and $262,919 to 805 -01 -2901. Reviewed and Approved By:'ffq County Attorney Human Resources a Finance County Manager Approved as Re Continued to _ Acknowledged receipt and referred to: Board Action Taken: No Action Taken = Disapproved 0 = Approved with the following changes: Filing Information and Retrieval Filed Bid Filed Agreement ✓a o BOS Resolution Filed Yearly Correspondence Filed Petition Filed Dedication Filed Land Sold Filed Land Acquired Filed Franchise ID Resolution Filed Improvement District Filed Other Date Routed: 0I e1iQ (I 3 CS Remo Additional Information 19 FA FORMAL ACTION: ❑ FR : Kip Anderson, Superior Court Administrator CONSENT CONTACT /EXT:4150 RESOLUTION ❑ DATE: August 6, 2013 OTHER ❑ BOS MEETING DATE: August 19, 2013 INFORMATION ONLY ❑ SUMMARIZE THE ISSUE & DESIRED ACTION CLEARLY /ATTACH BACKUP MATERIAL: Request approval of application and receipt of FY13 -14 State Fill The Gap Funds in the amount of $69,712 and to use Local Fill The Gap Funds in the amount of $340,634 for Mohave County Superior Court. These funds will be used to pay for the following: freelance court reporters, telephone, office supplies and travel expenses, salaries and ERE for courtroom clerks (3), court commissioner (1) and judicial assistant (1). Please see attached application. RECOMMENDED MOTION: Approve application and receipt of $69,712 in State Fill The Gap Funds and to use $340,634 in Local Fill The Gap Funds. Allocate funds as follows: $147,427 to 257 -01 -0700 and $262,919 to 805 -01 -2901. Reviewed and Approved By:'ffq County Attorney Human Resources a Finance County Manager Approved as Re Continued to _ Acknowledged receipt and referred to: Board Action Taken: No Action Taken = Disapproved 0 = Approved with the following changes: Filing Information and Retrieval Filed Bid Filed Agreement ✓a o BOS Resolution Filed Yearly Correspondence Filed Petition Filed Dedication Filed Land Sold Filed Land Acquired Filed Franchise ID Resolution Filed Improvement District Filed Other Date Routed: 0I e1iQ (I 3 CS Remo Additional Information 19 FA �i r�-rFi yni is II E::.,r, q_-pat - d- A. APPLICANT INFORMATION 1. COURT NAME: MOHAVE COUNTY SUPERIOR COURT 2. CONTACT PERSON: 3. TITLE: KIP ANDERSON SUPERIOR COURT ADMINISTRATOR 4. ADDRESS (STREET, CITY, STATE, ZIP): 401 EAST SPRING STREET, KINGMAN, AZ 86401 5. PHONE: (928) 753 -0790, 6. FAX: (928) 753 -8908 7. E -MAIL ADDRESS: EXT. 4150 KANDERSO @COURTS.AZ.GOV B. BUDGET INFORMATION 8. FILL THE GAP 13 -14 9. BEGIN DATE: JULY 1, 2013 END DATE: JUNE 30, 2014 AMOUNT STATE FTG REQUESTED: AMOUNT LOCAL FTG REQUESTED: LOCAL BALANCE: $ 258,923 10. $69,712 $340,634 AS OF: JULY 18, 2013 CERTIFIED BY LOCAL FINANCE 11. OTHER ACTIVE APPROVED GRANTS FOR FTG (STATE $ AMOUNT): 12. ❑ NEW REQUEST ® CONTINUE PROJECT - TIME & $410,346 ❑ EXTEND PROJECT ❑ CONTINUE PROJECT - ADDITIONAL STAFF MORE TIME NO ADDITIONAL FUNDS GPT #0808FTG001 GPT # C. PROJECT INFORMATION 13. DESCRIPTION OF PROJECT PLAN. CONTINUE TO USE FILL THE GAP FUNDS TO SUSTAIN ONGOING EFFORTS AND TO IMPROVE CASE PROCESSING AND REDUCE THE NUMBER OF CRIMINAL CASE CONTINUANCES IN THE MOHAVE COUNTY SUPERIOR COURT. WITHOUT THESE ADDITIONAL RESOURCES THE COURTS' PENDING FELONY CASELOAD WILL INCREASE AND THE COURT WILL NOT BE ABLE TO DISPOSE OF MATTERS IN A TIMELY MANNER. COURTROOM CLERKS THE COURTROOM CLERKS WILL CONTINUE TO PROVIDE A VARIETY OF COURT SERVICES RELATED TO THE PREPARATION, OPERATION AND FOLLOW -UP OF CRIMINAL CASE ACTIVITIES. THE CRIMINAL JUDGES HOLD HEARINGS EVERY 21 DAYS IN CRIMINAL CASES UNTIL THE CASE IS SET FOR A FIRM TRIAL DATE. CURRENTLY CASELOADS ARE SPLIT BETWEEN THREE COURTROOMS. THE VOLUME OF CASES IS SUCH THAT EACH OF THESE THREE DIVISIONS NEED MORE THAN ONE COURTROOM CLERK ASSIGNED SO THAT THE CLERKS CAN CATCH UP ON MINUTE ENTRIES AND ENSURE CASES ARE PROCESSED IN A TIMELY AND APPROPRIATE MANNER. FOR THE PAST ELEVEN YEARS THESE THREE CLERKS HAVE BEEN DEDICATED TO THIS WORK IN ORDER TO KEEP THE CRIMINAL CASEFLOW MOVING AT THE DESIRED RATE. ADDITIONALLY THESE CLERKS HAVE BEEN USED TO PROVIDE BACKUP SUPPORT AND ASSISTANCE TO THE OTHER COURT THAT PROCESSES JUVENILE MATTERS AND HANDLES OVER -FLOW CRIMINAL CASES. WE ARE AGAIN REQUESTING THREE COURTROOM CLERKS FOR FY14. COURT COMMISSIONER MOHAVE COUNTY'S POPULATION CONTINUES TO GROW. THE U.S. CENSUS BUREAU STATISTICS INDICATED A POPULATION OF 200,186 FOR 2010. THE ARIZONA DEPARTMENT OF ADMINISTRATION ESTIMATES THE JULY 1, 2012 POPULATION AT 203,072. THE COMMISSIONER POSITION ENABLED THE COURT TO EFFECTIVELY MANAGE THE CRIMINAL CASES AND HAS ALLOWED THE COURT TO ESTABLISH A DRUG COURT FOR JUVENILES AND HEARINGS ARE HELD IN BULLHEAD CITY, KINGMAN AND LAKE HAVASU CITY. THE COURT ACQUIRED A GRANT THROUGH THE STATE JUSTICE INSTITUTE FOR JUDICIAL WORKLOAD AND CASE ASSIGNMENT MODELS, WHICH CHANGED THE COMMISSIONER'S CASE ASSIGNMENTS. CURRENTLY GIVEN THE VOLUME OF CRIMINAL CASES, THE COMMISSIONER'S CASE ASSIGNMENT IS PRIMARILY CRIMINAL. THE COURT COMMISSIONER IS NEEDED TO ASSIST US IN ACCOMPLISHING THE CONTINUED RESTRUCTURING OF MOHAVE COUNTY SUPERIOR COURT AND ENSURING THE TIMELY DISPOSITION OF CRIMINAL CASES. JUDICIAL ASSISTANT THE JUDICIAL ASSISTANT WILL CONTINUE TO PROVIDE ADMINISTRATIVE AND SECRETARIAL SUPPORT TO THE COURT COMMISSIONER IN HANDLING THE DAILY OPERATIONS OF PROCESSING AND MANAGING CASE LOADS. FREELANCE COURT REPORTERS THERE IS A NATIONWIDE SHORTAGE OF QUALIFIED COURT REPORTERS. MOHAVE COUNTY HAS BEEN FORCED TO USE FREELANCE COURT REPORTERS DUE TO RETIREMENT, ILLNESS, VACATIONS AND LACK OF CERTIFIED REPORTERS. WE ARE REQUESTING FUNDS TO COVER THESE COSTS. 14. DESCRIBE THE NEED FOR THIS PROJECT AND HOW THE EXPENDITURE OF THESE MONIES WILL ADDRESS THE NEED. COURTROOM CLERKS FILL THE GAP FUNDS HAVE SUPPORTED THE FUNDING OF CLERKS FOR OUR CRIMINAL JUDGES, AS WELL AS THE COURTROOMS THAT HANDLE OVER -FLOW CRIMINAL MATTERS AND JUVENILE DELINQUENCY MATTERS. THESE CLERKS ARE USED TO KEEP THE CRIMINAL CASEFLOW ACTIVITY MOVING PROPERLY AND ENSURE INFORMATION IS TRANSMITTED TO THE ACC AND OTHER JUSTICE PARTNERS IN A TIMELY MANNER. COURT COMMISSIONER/JUDICIAL ASSISTANT AND CLERKS WE ARE STILL IN THE PROCESS OF ADJUSTING THE CASE ASSIGNMENTS, WHICH WILL CREATE A MORE EFFECTIVE AND EFFICIENT CASEFLOW SYSTEM. THE COURT COMMISSIONER WAS ASSIGNED 775 CRIMINAL CASES IN FY12 -13. HE ALSO ASSISTED WITH OTHER ASSIGNMENTS SO THE WORKLOAD WAS MORE EVENLY DISTRIBUTED. THE COMMISSIONER AND SUPPORT STAFF WILL MOVE MOHAVE COUNTY FORWARD BY ENSURING THE NEEDS OF THE PUBLIC ARE MET AND THAT JUSTICE IS PROVIDED IN A TIMELY MANNER. FREELANCE COURT REPORTERS CURRENTLY MOHAVE COUNTY HAS NO PERMANENT COURT REPORTER ASSIGNED TO COVER THE COURT COMMISSIONER OR OUR RECENTLY ESTABLISHED DIVISION VII. OUR OTHER SIX COURT REPORTERS ASSIST WHEN POSSIBLE, BUT THEY HAVE BUSY CALENDARS IN THEIR RESPECTIVE DIVISIONS. THE GRANT FUNDS WILL ENABLE US TO COVER CRIMINAL COURT PROCEEDINGS WITH FREELANCE COURT REPORTERS AND MEET STATUTORY REQUIREMENTS. E. BUDGET (CLERK OF THE COURT) PERSONNEL 15. LIST THE PROJECT'S PERFORMANCE MEASURES. PROFESSIONAL SERVICES $ PLEASE SEE ATTACHED STATISTICS. $ OTHER OPERATING (OFFICE SUPPLIES) D. BUDGET SUPERIOR COURT (SEE ATTACHMENT FOR COMPLETE BREAKDOWN OF PROPOSED EXPEDITURE). PERSONNEL $ 245,219 PROFESSIONAL SERVICES (FREELANCE COURT REPORTERS $12,000) $ 12,000 TRAVEL (COMMISSIONER/STAFF $5,100) $ 3,500 OTHER OPERATING (TELEPHONES $700/OFFICE SUPPLIES $1,500) $ 2,200 OFFICE EQUIPMENT $ COMPUTER EQUIPMENT $ TOTAL $ 262,919 E. BUDGET (CLERK OF THE COURT) PERSONNEL $ 147,427 PROFESSIONAL SERVICES $ TRAVEL $ OTHER OPERATING (OFFICE SUPPLIES) $ OFFICE EQUIPMENT $ COMPUTER EQUIPMENT $ TOTAL $ 147,427 F. BUDGET (JUSTICE C PERSONNEL PROFESSIONAL SERVICES TRAVEL OTHER OPERATING OFFICE EQUIPMENT COMPUTER EQUIPMENT TOTAL G. PERSONNEL EXPENDITURE DETAIL SUPERIOR COURT Number of Positions Position Description (use additional sheets if necessary) Salary Amount (Include ERE) 1 COURT COMMISSIONER $164,552 1 JUDICIAL ASSISTANT $80,667 Tota 1 $245,219 CLERK OF THE COURT Number of Position Description (use additional sheets if Salary Amount Positions necessary) I (Include ERE) 3 II COURTROOM CLERKS II $147,427 Total 11 $147,427 JUSTICE COURTS Number of Positions Position Description (use additional sheets if necessary) Salary Amount (Include ERE) $ $ $ [$$ $ $ $ $ $ $ $ Total $ H. "EQUIPMENT EXPENDITURE DETAIL; SUPERIOR COURT' CLERK OF THE COURT Type of Equipment Amount $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total $ JUSTICE COURT Type of Equipment Amount $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total $