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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
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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
$