George E. Schaefer, III, Clerk Norfolk Circuit Court Clerk’s Office
Annual Report for 2008
Supervising Deputies
Clerk of Court George E. Schaefer
Criminal DaVida M. Davis
Chief Deputy Thomas A. Larson Executive Assistant Cheryl Dougherty Comptroller Nicholas D. Georges
Civil Anthony Fuller
OFFICE OF THE CLERK FOURTH JUDICIAL CIRCUIT NORFOLK CIRCUIT COURT 100 Saint Paul’s Boulevard Norfolk, Virginia 23510 (757) 664-4580
Licenses, Permits and Finance Gerald L. Stokes Wills, Estates and Deeds Michele M. Evans
Victim-Witness Program (757) 664-4850
To: The Honorable City Council Members and City Manager From: George Schaefer, Clerk of Circuit Court CC:
Budget Director, Circuit Court Chief Judge
Subj: Annual State of the Circuit Court Clerk’s Office Report Date: April 1, 2009 Ladies and Gentlemen; It is with great pleasure that I present this report on the state of the Circuit Court Clerk’s Office to you. As I enter my 6th year as the Circuit Court Clerk, I can only express to you my sincere appreciation for the partnership that we have developed with virtually every department within the city. 2008 continued with the downturn in the housing market. The Clerk’s Office felt the sting of the national economic crises as evidenced in the revenue generated for the City of Norfolk and the Commonwealth of Virginia. To briefly summarize; a. b. c. d. e. f. g. h.
Divorce filings are down 7% Civil suit filings are down 4.4% Criminal cases commenced is down 23% Clerk’s Office receipts are down 6.6% Clerk’s fees are down 21.3% Concealed weapons permits showed a significant rise of over 11% Probate matters showed the largest increase at 25.3% Land record transaction saw a decrease of almost 22% resulting in the significant reduction in revenue.
Fax: (757) 664-4372 Criminal Division Fax: (757) 441-5295
Wills, Deeds and Estates Division Fax: (757) 664-4112
The trend in home sales has slowed significantly. We saw an 21.7% decrease in land record transactions over 2007. This figure is in line with the national average. This decrease has direct impact on revenue resulting in lower revenue of just under $1,000,000 from the previous year. Recent increases in home sales and the federal stimulus package should result in a slight increase in revenue through 2009. Working closely with Sheriff’s Office staff, we have been able to “forgive” over $230,000.00 dollars in court cost debt in exchange for community service work performed by 276 inmates in the Sheriff’s Office Work Release Program. Cash flow through this office hit just under $57 million dollars in calendar year 2008, a 12% decrease over 2007. We continue to review each area of revenue on both the state and local level, ensuring a maximum collection of costs for the city and state treasury. Continuing my commitment to increased productivity, reduced costs and enhanced public access to the courts, my office has digitized and redacted Land Records and marriage licenses back 40+ years. We will have all criminal case files from 1997 to present digitized by the end of 2009. This process will result in a savings of over $2,000,000.00 in construction costs for the new courthouse. Our partnership with the Office of the Executive Secretary of the Supreme Court of Virginia has seen an explosion across the Commonwealth as 39 courts began adopting the methods that my office has put in place. Some of these methods are outlined below: 1. E-filing of court documents – We will begin e-filing civil cases in the 4th quarter of 2009. Software development is almost complete and will be launched in the 4th Circuit for testing and evaluation. 2. Digital Document Control – This has been the single largest contributor of productivity savings to date. We continue to digitize our files and have reached the following milestones: a. Criminal files – 1999 through 2003, 2006 through present day files digitized b. Civil files digitized back to January 1, 2006 c. Land Records – Digitized back to January 1968 d. Marriage Licenses – Digitized back to April 1968 e. Judgments – Digitized back to January 1990 f. Finance Statements, Miscellaneous and Wills – Digitized back to March 1993 g. General Miscellaneous files – Digitized back to March 1930 3. Case View – Testing a development has been completed for all criminal and civil case files. Enhancements are being completed for a new release of the case file view software increasing capacity, speed and usability. 4. We continue to be an integral part of the redesign of the Supreme Court Case and Financial Management Systems, Electronic Recording Workgroup as well as the electronic data exchange group established by the United States Office of Justice Programs (USOJP) through the National Center for State Courts (NCSC).
The technology enhancements that we have put in place continue to realize significant savings in both staff time and response time to citizen requests. We continue to examine areas throughout the court system that will further enhance our ability to provide necessary services to the citizens of the City of Norfolk as well as reduce costs. 2008 was a relatively stable year as far as the number of cases commenced and completed. We recorded only a slight downturn in the number of civil and criminal cases as 2007. As General Receiver my office has continued to provide the best value to the citizens for which we are holding funds. By lowering the costs associated with the management of those funds and negotiating a higher interest rate, we have been able to add roughly 6% to each of the 450 individual accounts that we manage. We continue receipting and disbursing restitution payments to victims. Since actively pursuing funds through the Tax Set-off program, we have been able to recoup more funds owed to victims. We have developed additional steps in conjunction with the judiciary and implemented with the assistance of the Commonwealth’s Attorney to ensure collection capabilities for restitution. The Clerk’s Office has collected and disbursed over $360,000.00 to victims in the 4th Circuit.
Restitution to Victims Restitution to Victims 2004
Restitution to Victims 2005
Restitution to Victims 2006
Restitution to Victims 2007
Restitution to Victims 2008
Restitution to Victims 2009
$160,000.00
$140,000.00
$120,000.00
$100,000.00
$80,000.00 $60,000.00
$40,000.00
$20,000.00
be r D ec em
be r N ov em
O ct ob er
be r S
ep te m
ug us t A
Ju ly
Ju ne
ay M
pr il A
ar ch M
Fe br ua ry
Ja nu a
ry
$0.00
Secure Remote Access to Real Estate records continues to be popular with Title Examiners, Attorneys, Law Enforcement and the Federal and State Government. We remain in partnership with several City of Norfolk Departments such as the City Attorney, Real Estate, Planning and Codes Administration, HRUBS, Health and Human Services; providing access as needed at no cost. This office continues to be an integral part of the Electronic Recording Workgroup through the Virginia Information Technology Agency (VITA) as well as the electronic data exchange group established by the United States Office of Justice Programs (USOJP) through the National Center for State Courts (NCSC).
The importance of our participation in these groups is evidenced by the total number of cases, both criminal and civil filed this past year as well as the ever increasing numbers of marriage licenses, concealed weapons permits, judgments, restitution, time to pay plans, etc. that are processed by this office. Examples: Criminal Cases concluded in CY08: 9,882 (down 11.6%) Civil Cases opened in CY08: 6,839 (up 7.1%) Will documents processed in CY08: 10,666 (up 20.1%) Land Record documents processed in CY08: 37,277 (down 21.7%) Other (marriage license, weapons permits, trade names, etc.): 66,701 (up 6%) Back scanning of documents in CY08: 1,329,854 The back scanning of almost a million and a half images was accomplished entirely in house with current staff. The back scanning accomplished brings our total digital image count to nearly 8 million images. As you can readily see from the numbers above, our overall case filings are stable. Passport Services continue to be in demand. We have processed 361 passport applications this year. We have implemented an online customer satisfaction survey and placed numerous forms and instructions on the web. My office has also implemented the ability to transmit electronic documents of previously filed cases to the court. Lastly, due to staff turnover and my continued preference toward Norfolk citizens, I am proud to announce that 92% of my staff calls Norfolk home. Please find attached statistics from 2008. I have included, as a part of this package, graphs that we employ to determine the ebb and flow of the activities at the courthouse. This gives us the ability to manage our staff efficiently and foresee problem areas. Thank you for your time and I look forward to a continued partnership between the Circuit Court and the City we serve.
Very truly yours;
George E. Schaefer Clerk of Circuit Court
150
100
50
0 1 160
209
239
231
224
227 222
217
207 196
184
178
166 170
157
163
160
171
183
237
236
228
220
209 211
204
192
179
208
203
191
285
290 279
307
295
284
282
272
262
256
247
261 250
258
267
300
219
250 249 257
333
350
178 170
173
219 211
209
195 197
200
146
142
Divorce filings are down 7% from 2007 Divorces Filed Comparison
Divorces Filed 2004
Divorces Filed 2005
Divorces Filed 2006
Divorces Filed 2007
Divorces Filed 2008
Civil Suit filings were down 4.4 % over 2007 Civil Suits Filed Comparison
Civil Suits Filed 2004
303
301
301
304
350
158
168 150
Civil Suits Filed 2006
240
135
150
Civil Suits Filed 2005
186
199 186
227
237
250
183
174
197
228 199
222 190
180
237
245
251
263
265 239 228
233 198
213
191
197 180
177
195
223
225
267
268 227
256
250 225
234
221
236
245
247 234
201
173
200
197
220
250
254 250
242
281
300
Civil Suits Filed 2007
100
50
Civil Suits Filed 2008
0 1
Criminal Cases commenced was down 23% over 2007 Total Criminal Cases Commenced
1415
1600
Criminal Cases 2004 1180 699 719
779
847
869 767
842 831
775
802
880
935
1037 993
1002 923
894 921
812 716
714
674
884 827
885
890
959 794
754
843
891
952 634
Criminal Cases 2005
Criminal Cases 2006
556
641
971
1027 891 855
888
744
690
800
839
815
933
922
870
826
889
886 901
1000
920
953
1043
1200
1128 1152
1170
1293
1400
600
Criminal Cases 2007 400
Criminal Cases 2008
200
0 January
February
March
April
May
June
July
August
September
October
November
December
Completed Criminal Cases were down 9.5 % from 2007 Total Criminal Cases Concluded
1000 1002
1000
1027
1048
846 809
Criminal Cases 2005 745 734
764
792 698
783 770
788
889 809 728
751 707
745
745
821
828
818
859 752
822
817
872
913 685
792
809 673
804
Criminal Cases 2004
942
958
1061 942
897 930
974
1026 938
974
942 864
920
953 868 786
880
868 841
814
805
800
930 941
1000
1098
1200
Criminal Cases 2006
600
Criminal Cases 2007
400
200
Criminal Cases 2008 0 January
February
March
April
May
June
July
August
September
O ctober
November
December
$2,000,000.00
January Fe bruary March April May June July August
$2,447,826.46
Se pte mbe r O ctobe r Nove mbe r
$2,080,222.65
$2,201,934.78
$2,823,730.57
$2,446,951.08
$1,901,365.03 $1,322,852.88
$2,799,993.18
$2,513,846.45
$2,026,435.08
$1,925,172.24
$1,983,123.43
$2,048,913.81
$2,529,996.53
$2,317,990.02
$2,334,254.70
$2,251,925.14
$2,338,877.17
$1,716,144.12
$1,914,773.21
$2,329,948.77
$2,553,584.24
$2,722,171.33
$2,383,698.02
$1,907,802.71
$3,373,063.53 $2,966,397.51
$2,493,944.30
$2,890,141.88
$2,352,733.56
$2,221,669.27
$2,622,474.59
$2,825,330.35
$3,425,764.78
$4,000,000.00
$1,838,658.48
$2,034,737.07
$2,765,017.16
$2,402,393.03
$2,513,506.23
$2,462,994.05
$2,298,579.04
$2,324,347.99
$2,085,932.96
$2,618,090.23
$2,826,392.55
$2,545,048.54
$2,671,848.61
$5,000,000.00
$4,502,658.41
$5,379,346.32
$6,000,000.00
$1,648,417.20
$2,843,118.21 $2,290,062.38
$2,203,520.89 $1,760,997.12
$1,372,572.25
$2,667,919.27
$2,389,260.82
$2,487,810.93
$3,000,000.00
$1,784,131.04
$1,388,453.95
Clerk’s Office receipts showed a decrease of 6.6% over 2007 Receipt Totals Comparison
$1,000,000.00
$0.00 De ce mbe r
Receipt Total 2004
Receipt Total 2005
Receipt Total 2006
Receipt Total 2007
Receipt Total 2008
$150,000.00
January Fe bruary March April
$211,293.30
May June July August Se pte mbe r
$155,150.66
O ctobe r Nove mbe r
$239,010.55
$202,066.73
$235,726.51
$247,274.03
$236,777.16
$213,108.91
$196,169.35
$193,051.64
$253,249.67
$225,604.66
$218,185.04 $190,534.66
$166,445.52
$183,770.95
$160,205.56
$216,587.99
$213,606.36
$183,979.80
$177,661.72
$245,890.75
$226,731.57
$217,272.75 $208,254.49
$183,426.79
$170,379.37
$230,213.74
$244,431.65
$213,580.00
$193,669.27
$232,547.80
$230,786.45
$212,028.43
$186,342.04
$156,978.92
$222,840.09
$214,311.33
$187,011.31
$175,573.43
$241,687.73
$238,916.63 $218,048.28
$188,304.93
$174,142.60
$175,808.38
$217,986.47 $213,299.69
$324,594.65
Clerk's Fees Comparison
$50,000.00
$0.00 De ce mbe r
$128,956.68
$210,465.63
$198,984.46
$171,167.22
$162,409.41
$166,747.06
$250,000.00
$234,149.06
$203,959.51
$350,000.00
$139,954.31
$123,281.72
$200,000.00
$167,623.40
Similarly, Clerk’s Fees dropped 21.3% over 2007
$300,000.00
Clerk's Fees 2004
Clerk's Fees 2005
Clerk's Fees 2006
Clerk's Fees 2007
$100,000.00
Clerk's Fees 2008
Trade Names held steady with a less than 1% decrease over 2007 Trade Names Comparison 250
196
Trade Names/Misc 2004 183
186
200
113
108
122
Trade Names/Misc 2006
101
104
125
132
134 109
107
110
130 113
106
115
117
119 107
116
112
112
106
109
128
132 111
125
138
154
160 140 121 109
105
120
132
128
132
140
150
143
147
153
156
160
167
Trade Names/Misc 2005
85
87
87
Trade Names/Misc 2007
70
69
68
71
72
73
81
83
89
100
Trade Names/Misc 2008
50
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Notary applications are down 12% over 2007 Notary Applications Comparison 250
Notary Applications 2004
198
195
200
Notary Applications 2005
116
119 110
93
75
54
33 22 0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
60
60
66
66
72
75
77 69
73 65
59
52
Notary Applications 2008
45
50
Notary Applications 2007
84
90
91
96 84
87
Notary Applications 2006
98
107
97
102
108
114
112
110 88
84 76
78 70
75
72
78
108
106
104
105 92
89
92
100
97
99
105
108
112
118
122
134
150
De ce mbe r
Concealed Weapons permits issued increased 11.2 % over 2007 Concealed Weapons Permit Comparison
215
250
Concealed Weapons Permits 2004
122
121 110
115
99
101
100
84
81
85 66
70
53
52
54
60
61
62 53
50
53
29
41
40 0 Fe bruary
March
April
May
June
Concealed Weapons Permits 2007
65
75
80 72
56 50
January
Concealed Weapons Permits 2005
Concealed Weapons Permits 2006
95
101
102
104
111
113
122
122 110 103
105
112 78
81
73
70
78
80
90
94
100
102
105
111
113
121
126
150
144
145
147
156
200
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Concealed Weapons Permits 2008
UCC filings down 26% from 2007 UCC Recordings Comparison 250
UCC Recording 2004
199
UCC Recording 2005
165
200
133
UCC Recording 2006
110
128
134
150
29
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
UCC Recording 2008
47
59 34
32
39
45
49 42
40
44
41
59
73
79 54
57
60
64 50
49 42
47
42
39
34
38
43
44
48
53
55
61 54
56
63
72
69
71
74
71
70
68 59 52
57
67 37
41
50
34
UCC Recording 2007
90
81
87
88
100
De ce mbe r
Marriage Licenses issued was down slightly by 2.4% from 2007
Marriage License Comparison
292
304
302
317 296
308
322
Marriage Licenses 2004
231 204
210
Marriage Licenses 2006
139
150
175
179
Marriage Licenses 2005
188
202
206
233
235
244
250
262
245
191
205 189
185
200
257
255
265
268
281
283
295 268
268
264
289
304
304 291
247
243
227
232
257
291 241
255
262
260
256
270 226
225
250
216
286
300
298
310
320
321
350
Marriage Licenses 2007 100
Marriage Licenses 2008 50
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Despite the downturn in the economy, judgments filed decrease 20% over 2007
Judgements Comparison
2731
3000
Judgments 2004 2161
2113
2173
1332
1336
1045
1111
1503
1552 1249
1385 1117
1038
1157
1201
Judgments 2005
1853
1958 1840 1496
1499
1655
1703 1398
1354
1692
1611 1407 1097
1368
1370 1098
1151
1294
1402
1492 1279
1279 1009
1775
1808 1666
1651
1726
1701 1594 1264
1543
1481
1121
1343
1428
1736
1840
2000
1500
2159
2141 1971
2064
2004
2377
2500
Judgments 2006
Judgments 2007
1000
Judgments 2008 500
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
DD214 filings remained stable DD214 Comparison
11
12
10
8
8
8
DD214 2004
8
7
DD214 2006
6
6
6
7
7
7
DD214 2005
5
5
DD214 2007
4
4
4
4
4
4
4
5 4
4
5
5
6
3
3
3
3
3
3
3
3
3
3
3
3
3
3
4
2
2
2
2
2
2
2
2
2
DD214 2008
1
1
1
1
1
1
1 0
1
1
1
1
2
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Ordinations dropped 16.7% over 2007 Ordination Comparison
22
25
Ordination 2004
20
16
Ordination 2005
12
Ordination 2006
10
10
12
14 12
14
15
9
9
9
5
6
7 5
5
6
6 5
6
7
8
9
Ordination 2007
7
7 6
7 5
6
6
5
5
5
6
7
8
9
9
9
10
4 3
4
4
4
4 3
3
4
1
1
2
3
4 1
2
3
3
3
4
5
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Ordination 2008
Probate matters increased significantly at 25.3% over 2007
Will Documents Executed Comparison 1491
1600
1301
1400
Wills 2004
1006
1102
1107
1200
820
916
956 814
835
929
Wills 2005
1000
Wills 2006 712
721
403
397
380
415 282
182
160
193
208
277
286
199
203
253
292 200
266 207
Wills 2008
136
161
200
199
268
249
327
400
408
487
488
480
493
Wills 2007
525
507
540
665 529
570
612 495
517
581
537
503
600
510
577
624
665
695
723
800
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
The largest decrease as it relates to revenue was seen in Land Record transactions which fell 21.7% over 2007
Land Records Comparison
3684
3105
3452
3619
Land Records 2005
Land Records 2006
2878
3042
3143
3131
3303
3336
3453
3383
3301
3150
3175
3189
3641
4000
4013
4323 3855
4059
4149
4636
4512
4710
4547
4408
Land Records 2004
4142
4037
4042
4255
4570
4734
4727
4568 4145
4178
4250
4403
4460
4627
4842 4061
4343
4257
4818
4174
4073
4220
4211
4008
4450
4624
5000
4685
4850
5094
5138
5571
6000
2254
2366
3000
2000
Land Records 2007
Land Records 2008
1000
0 January
Fe bruary
March
April
May
June
July
August
Se pte mbe r
O ctobe r
Nove mbe r
De ce mbe r
Liens have seen an increase of 62% over 2007
Liens Liens 2004
Liens 2005
Liens 2006
Liens 2007
Liens 2008
Liens 2009
July
August
September
60
50
40
30
20
10
0 January
February
March
April
May
June
October
November December