GALLATIN COUNTY/BOZEMAN CRIMINAL JUSTICE SPACE AND FACILITIES NEEDS ASSESSMENT

Transcription

1 GALLATIN COUNTY/BOZEMAN CRIMINAL JUSTICE SPACE AND FACILITIES NEEDS ASSESSMENT xxfinal REPORTxx October 2004

2 Contents CHAPTER ONE Introduction Introduction Project Goal and Objectives List of Departments Report Outline CHAPTER TWO Needs Assessment Introduction County Population City Population Future Personnel Needs Future Space Needs Department Profiles Summary CHAPTER THREE Facility and Operational Assessment Introduction Facility Assessment Operational Assessment Summary CHAPTER FOUR Development Options Introduction Development Options Option Considerations Summary CHAPTER FIVE Master Plan Introduction Guiding Principles Recommendations Delivery Methods Financing Methods Summary APPENDIX 1 - Survey APPENDIX 2 - Detail for Model 6

3 xxchapter ONExx INTRODUCTION

4 CHAPTER ONE - INTRODUCTION Introduction Carter Goble Lee (CGL) was retained by Gallatin County to prepare a 20-year criminal justice system space and facilities needs assessment for criminal justice offices/agencies currently located at the Law and Justice Center (615 South 16 th Avenue) and in leased space at the Farm Bureau Building (502 South 19 th Avenue, Suite 211). The project included the incorporation of planning work being conducted by the County s Criminal Justice Consultant for future jail needs (currently located at 611 South 16 th Avenue) and general criminal justice system improvements. To assist in the area of facilities evaluation, CGL subcontracted with the architectural firm of Kaplan McLaughlin Diaz (KMD). Concurrent with this project, the CGL/KMD team was retained to prepare a 20-year office space and facilities needs assessment for County departments/offices currently located in the Historic County Courthouse (311 West Main Street) and Health and Human Services Building (12 North 3 rd Avenue). Project Goal and Objectives The project goal is to prepare a short-, mid-, and long- range capital projects improvement plan for all County office, court, and law enforcement space and facilities needs based on a sound forecast methodology and space standards for presentation to County residents. To achieve this goal, the following objectives are to be incorporated: 1. Quality work space for employees and the public; 2. Equity in space for departments based on space standards; 3. Strategic location of departments to foster inter and intra department communication and to better provide public services; 4. Maximum use of existing County-owned facilities and sites; and 5. Cost effective solutions for new space and infrastructure. List of Departments The Consultant grouped the departments/agencies included in the Criminal Justice space and facilities needs assessment project into two broad categories: Court and Law Enforcement. A listing is provided on the following page. 1-1

5 CHAPTER ONE - INTRODUCTION Court: District 18 Courts County Justice Court Bozeman Municipal Court Bozeman Prosecutor County Attorney Public Defender Clerk of District Court Youth Probation Victim Services Community Court Services Law Enforcement: Sheriff s Office Bozeman Police Law Enforcement Records Coroner Report Outline The remaining chapters of the report correspond to the project s three phases: Chapter 2 Needs Assessment; Chapter 3 Facilities and Operational Assessment; Chapter 4 Development Options; and Chapter 5 Master Plan. 1-2

6 xxchapter TWOxx NEEDS ASSESSMENT

7 CHAPTER TWO NEEDS ASSESSMENT Introduction Chapter 2 presents the work completed for the Needs Assessment phase. During the Consultant s initial visit, personal interviews to discuss quantitative (i.e. current staff and staff growth) and qualitative issues regarding department/agency space and overall master plan issues (i.e. types of spaces, shared areas with other agencies, contact with general public, etc.) were conducted. Specific tasks performed during the needs assessment phase include obtaining historic and projected Gallatin County and City of Bozeman population data, analyzing the results from the department interviews, generating personnel projection models, preparing and applying space standards, and summarizing all data into a department profile format. The net results of this phase are the Consultant s recommended future personnel and space needs projections. County Population Gallatin County has experienced substantial growth in population increasing from 42,865 in 1980 to 73,170 persons in 2003, an average annual growth rate of 3.1%. The trend has continued with a projection of 74,830 for 2004, a 2.3% increase from Population projections for the County over the next twenty years in five year intervals are presented in Table 2-1. Table 2-1 County Population Projections Year Population , , , , ,020 Source: Woods & Poole; January County population is projected to increase at an average annual growth rate of 2.4% over the next twenty-one years resulting in a 2025 population of 112,020. Based on the latest US Census calculation of 2.4 persons per household, Gallatin County will need an average annual increase of 737 households over the next twenty years. City Population The City of Bozeman has also experienced substantial growth in its population albeit, not as extreme as that encountered by the County. The City s population increased from 21,645 in 1980 to 31,636 in 2000, an average annual growth rate of 2.3%. The trend has continued with a projection of 35,950 for Population projections for the City over the next twenty years in five year intervals are presented in Table

8 CHAPTER TWO NEEDS ASSESSMENT Table 2-2 City Population Projections Year Population , , , , ,185 Source: from City of Bozeman Planning Department and 2025 forecast by Carter Goble Lee; January City population is projected to increase at an average annual growth rate of nearly 2% over the next twenty years resulting in a 2025 population of 50,185. Future Personnel Needs Future personnel projections provide an objective basis for estimating the probable magnitude of building space needs in future years. These estimates in turn provide a planning basis for examining alternative development strategies and building concepts and thus determining preliminary estimates of construction and project costs. Historic staff data for each department from 1995 to 2004 was provided to the Consultant by the County s Fiscal Department and the City of Bozeman s Planning Department. Using historic staff and data gathered through agency interviews, the following models were used by the Consultant to project staff for space planning purposes: - Model 1 Historical Percent Change estimates future growth based on historical growth of the department. - Model 2 Linear Regression calculates the slope and intercept from historical personnel data and then uses this data to forecast the future number of employees along a regression line. - Model 3 Existing Staff to Projected Population applies the current ratio of departmental staff to population projections. - Model 4 Average of Models applies when no single model provides definitive estimate. - Model 5 Department s Recommendation shows the department s recommendation for future staff. - Model 6 Other Data projects staff based on workload data (crime rate, # of victims, # of calls, etc.) specific to that department. The Consultant reviewed the outcome of each model and selected the model or an average of models most appropriate to reflect future personnel growth. As part of the review, the Consultant compared the outcome of each model to the department s historic staff growth and insights revealed in the personal interviews (i.e. constrained historical growth, change in management philosophy, future grant funding, planned department and/or staff changes due to the impact of 2-2

9 CHAPTER TWO NEEDS ASSESSMENT technologies or change in workflow, etc.). A summary of the Consultant s recommended future personnel needs for Criminal Justice departments/agencies included in the project is presented in Table 2-3. Note that a comprehensive staffing analysis was not completed and that the staff projections are for space planning purposes only. Table 2-3 Summary of Future Personnel Needs Department Existing Projected % Chg District Court % County Justice Court % Bozeman Municipal Court % Bozeman Prosecutor % County Attorney % Public Defender % Clerk of District Court % Youth Probation % Victim Services % Community Court Services % Subtotal % Sheriff's Office % Bozeman Police % % Law Enforcement Records % Coroner % Subtotal % Total % Average Annual Increase - Court and Law Enforcement 4.8% 3.8% 2.4% 2.0% Annual Increase from Existing - Court and Law Enforcement 4.8% 4.9% 4.5% 4.3% Source: Carter Goble Lee; February 2004 and revised March Bozeman Prosecutor includes contract staff. 2 Victim Services includes Guardian ad Litem and Legal Advocate project staff. Court Law Enforcement Court and Law Enforcement staff is projected to increase from the current total of 204 to 314 by 2015 and 387 by 2025, nearly a 90% increase over the twenty-one year period (average annual growth rate of 4.3%). Court staff is projected to increase nearly 114% from 70 to 150 by 2025, and Law Enforcement staff - those who would be accommodated in a headquarters building - are projected to increase 77% from 134 to 237 by On an average annual increase basis, the most growth occurs between 2004 and 2010 at 4.8% as Court and Law Enforcement agencies make-up for any past staffing deficits. 2-3

10 CHAPTER TWO NEEDS ASSESSMENT Future Space Needs The number of personnel is the major factor that drives space needs. The next major factor is the amount of space allocated to each staff position. In a master space plan, the size of individual offices/work stations is not as important as the total allocation of space for each staff position. For example, an office may be 100 square feet, but the total space to support that office requires corridors, conference rooms, public counters, etc. Projections of future space needs were based on both present conditions and other factors including: Department s function; Present space deficiencies; Projected personnel growth derived from the alternative projection models; Planned or anticipated functional or operational changes; and Space standards based on generally accepted planning and design guidelines and/or the Consultant s experience in similar projects. Existing Space Using data provided by Gallatin County, the Consultant calculated the amount of existing space currently occupied by each department/agency. The total department gross square footage (DGSF) is the sum of the various personnel, support, public, storage, and equipment net square footage spaces within the confines of that department including interior walls. Table 2-4 presents the Consultant s calculation of existing square feet for Criminal Justice departments and a comparison of existing space to existing staff. Court and Law Enforcement departments currently occupy 38,656 DGSF, resulting in a DGSF/unit of 195. Of this total, 36,076 DGSF (total less Public Defender and Community Court Services spaces located in/near the Public Defender) is housed at the Law and Justice Center at 1615 South 16 th Avenue. [Note: The Facilities Department s main office of 450 DGSF is also located at the Law and Justice Center.] The Public Defender and some Community Court Services spaces (Pretrial Supervision and Treatment Court) are in 2,580 DGSF of leased space at the Farm Bureau Building at 502 South 19 th Avenue. 2-4

11 CHAPTER TWO NEEDS ASSESSMENT Table 2-4 Existing Square Feet District Count: 6,595 Courtrooms 3, ,515 Jury Rooms 1, Judicial Suites 2, Administration County Justice Court 4,162 Courtrooms/Hearing Room 1, Jury Room Mediation Room Judges Support 1, Bozeman Municipal Court: 2,368 Courtroom 1, ,040 Jury Room Judge Support Bozeman Prosecutor County Attorney 2 2, Public Defender 2, Clerk of District Court 3 3, Youth Probation 1, Victim Services 1, Community Court Services Subtotal 24, Sheriff's Office 5 5, Bozeman Police 4, , Law Enforcement Records 3 1, Coroner Subtotal 13, Total 38, Source: Carter Goble Lee; February 2004 and revised March DGSF is the sum of the various personnel, support, storage, public waiting and work spaces, and equipment net square footage spaces within the confines of that department including interior walls. DGSF does not account for exterior wall thickness, common public circulation areas, public restrooms, stairwells, elevators, and mechanical spaces. 2 County Attorney total includes 2,523 SF in the Law & Justice Center and 182 SF in the Courthouse. 3 DGSF includes office space and a percentage (85% Clerk/15% Records) of storage space totaling 840 SF. 4 Community Court Services total includes Pretrial Supervision at 90 SF and Treatment Court at 90 SF located near/in Public Defender's office and Community Corrections at 70 SF located in the Law and Justice Center. 5 Sheriff total includes 600 SF of leased storage space. Court Law Enforcement Department unit is number of call stations. Existing DGSF 1 Existing Staff/Unit Existing DGSF/Staff 2-5

12 CHAPTER TWO NEEDS ASSESSMENT Building Standards Space Standards Suggesting space to satisfy the needs of a functional component of the criminal justice system is a process of applying space allocations and standards (if existent) against the operational requirements of the functional component (e.g., Clerk of Court, Sheriff, etc.). The origins of the guidelines and standards recommended by the Consultant vary. For example, a number of sources are available for courtroom standards, law enforcement headquarter needs, and office standards for personnel classifications. Even the size of public toilets can be derived from building codes. However, standards for a conference room, a cafeteria, a queuing area, etc., do not exist in a formal way, but a combination of best practice guidelines and common sense yields data from which space needs can be determined. A critical aspect of the determination of space is the application of standards or guidelines. In a criminal justice environment, space needs are often more specialized and complex than those of the typical office environment. Clerical staff, for example, must have access to a large number of current court files, in addition to customer service windows and individual workspaces. The space standard for staff of this type is larger than that recommended for a typical office worker, based on an estimate of total workspace needed per staff person. Space standards are regular measurements of space per person or per unit that are used to plan for future space needs. For some types of construction, commonly used space standards exist. In office environments, for example, Herman Miller and other furniture manufacturers use recommended space standards for cubicle and office sizes. These standards are estimated in Net Square Feet, or NSF. Space standards are required to: Make the most efficient use of county-owned and leased space; Establish uniformity and consistency among personnel in all County departments and agencies; Establish uniformity and consistency in the allocation of space for equipment throughout the County; Determine the space required to support the professionals in Gallatin County and allow them to perform at peak efficiency; Provide a uniform basis for forecasting space needs for personnel and equipment in order to logically plan for the acquisition of future owned and leased space; and Determine the probable cost of needed space. In addition to conversations with court and law enforcement staff, standards were drawn from the National Center for State Courts, Commission on Accreditation for Law Enforcement Agencies (CALEA), International Chiefs of Police Association (ICPA), General Services Administration standards, and industry experience in preparing space guidelines for criminal justice departments. The standards have been separated into the following four general groupings. 1. Administrative Spaces - Typically, a jurisdiction develops general space guidelines for administrative functions such as office or workstation sizes for various classifications of personnel. These guidelines or standards are applied across all agencies and vary based only on the number of staff by position description; e.g.; department head, supervisor/manager, clerical workstation, number of people in a conference room. For administrative spaces, 2-6

13 CHAPTER TWO NEEDS ASSESSMENT standards were established based on General Services Administration standards, similar standards from other counties, and the Consultant s professional planning experience. 2. Judicial and Judicial Support Spaces - In every building, some function (usually the mission of the building) establishes the form. In a courthouse, the litigation space (courtroom) establishes the form of the building. Since the proposed courthouse will be far more than a place of litigation, the actual space required for courtrooms will be less than the critical support spaces. Standards for courtrooms and hearing rooms and other spaces directly related to the courtroom were derived from the National Center for State Courts, the United States Court Design Guide, and the Consultant s court planning experience. 3. Law Enforcement Spaces Law enforcement facilities have multiple operational and spatial requirements. Offices, workstations, conferencing areas do not differ significantly from non-law enforcement situations; however, non-desk space requirements including evidence and property storage, classroom and physical training and operational staging areas need to be examined based on their specific functionally requirements. The basic principle in planning law enforcement facilities, as stated by the Commission on Accreditation for Law Enforcement Agencies (CALEA) and the International Chiefs of Police Association (ICPA) is that all levels of staff must be provided with adequate space to carry out their responsibilities safety and effectively. Although there are no space standards that relate solely to police or sheriff operations, the experience of similar type agencies offers guidance in assessing local requirements. 4. Administrative Support Spaces - Court and law enforcement facilities house a variety of functions that are essential for the efficient operation of the criminal justice system. While definitive space standards are helpful, in many instances precise standards are not available and were they so, may not be appropriate for support spaces. For example, the choice of a filing system is dependant upon the types and volume of files, thus a uniform standard for filing space is inappropriate. What has been offered in the support space standards represents guidelines more than definitive standards. The guidelines are drawn more from typical institutional and private sector examples, but are commonly used in the planning of judicial and law enforcement facilities. At this stage of planning, final decisions on equipment are unnecessary, but the information offered through interviews has been useful in the suggestion of the space guidelines. Space guidelines are presented in the categories of Support Spaces, Public Areas, and Equipment and Storage Unit Sizes. Recommended space standards for administrative, judicial and judicial support, law enforcement, and support spaces are presented in Appendix 1. Guidelines for Building Grossing Factors - The estimation of the non-assignable space essential for the operation of a building is less scientific than the net area space standards for an office, workstation, or cafeteria. The departmental gross factor (DGSF as explained earlier) is an attempt to define the space that is necessary to access an office, workstation, or cafeteria seat. Also, if the space is enclosed (such as a private office), then wall thickness must be added to the inside dimension (NSF) of the space to obtain an accurate accounting of the total space required to support the private office. As an example, a private office with an inside dimension of 10 X 12 is 120 net square feet (NSF) in size. However, to get to the office, a corridor is required and, for the sake of example, assume that a 4-0 corridor is located in front of the 2-7

14 CHAPTER TWO NEEDS ASSESSMENT 10 dimension of the private office. If another office is located directly across the corridor, the two offices share the corridor. Therefore, the non-assignable area (DGSF) assigned to the one private office is 10 X 2 (half the corridor width), or 20 SF. If the office is enclosed, then the thickness of the walls must also be calculated. Assuming 42 linear feet ( ) and a thickness of six inches, the resultant area consumed by the walls is 22 SF (42 X.5 ). Adding the corridor width and the wall thickness together yields 42 SF to support a private office of 120 NSF, or 35% of the NSF. This example has been simplified for explanation. In reality, the side walls of the 120 SF office are likely to be shared with an adjoining office, reducing the 22 SF of wall thickness to 16. But, the example has not included area for electrical closets or file server rooms or other spaces that are necessary to meet architectural goals. Therefore, the 35% departmental gross factor (DGSF) is reasonable for an area that is predominantly individual rooms. In large open spaces (e.g., a workstation environment for filing clerks), the DGSF factor can be reduced. The calculation of building gross square feet (BGSF) is much the same, but in this instance, the programmer is attempting to estimate the non-assignable area that is attributed to the building such as elevators and lobbies. Comparison of Existing to Proposed Standard - A comparison of the existing DGSF and recommended DGSF per staff/unit for each department is presented in Table 2-5. The existing average DGSF/unit for all Court and Law Enforcement departments is 195 compared to the recommended average of 323. For Court, the existing average DGSF/unit is 307 compared to the recommended average of 409. For Law Enforcement, the existing average per unit is 118 compared to the recommended average of

15 CHAPTER TWO NEEDS ASSESSMENT Table 2-5 Comparison of Existing to Proposed Square Feet Department Existing Existing Existing Proposed DGSF Staff/Unit DGSF/Unit DGSF/Unit 1 District Court: 6,595 Courtrooms 3, ,515 2,520 2 Jury Rooms 1, Judicial Suites 2, Administration County Justice Court 4,162 Courtrooms 1, ,920 2 Jury Room Mediation Room Judges Support 1, Bozeman Municipal Court: 2,368 Courtroom 1, ,040 1,920 2 Jury Room Mediation Room Judge Support Bozeman Prosecutor County Attorney 2, Public Defender 2, Clerk of District Court 3, Youth Probation 1, Victim Services 1, Community Court Services Subtotal 24, Sheriff's Office 5, Bozeman Police 4, , Law Enforcement Records 1, Coroner ,050 4 Subtotal 13, Total/Average 38, Source: Carter Goble Lee; March Proposed DGSF/unit based on standard or average standard over twenty-year projection period. 2 Standard for a Courtroom set generally includes a courtroom, public foyer, client/attorney meeting rooms, and inmate holding. Note there will be design variations between District, County, and Municipal Court unit is number of call stations. Court Law Enforcement 4 Coroner expressed as a total, as proposed unit is constant over projection period and not staff driven. 2-9

16 CHAPTER TWO NEEDS ASSESSMENT Parking Standards The Bozeman Unified Development Ordinance, Chapter 18.46, determines the parking requirements for the Law and Justice Center and adjacent sites. For office type spaces, 1 space per 250 square feet of floor area is required. Typically, the floor area of a building is defined as 85% of the building s gross floor area. However, the property owner may elect to determine the floor area used to calculate parking requirements by evaluating the building per Section General Provisions, Floor Area. The provision allows floor area to be determined by subtracting the area of spaces that are normally unoccupied (i.e. toilets, storage, corridors, hallways, stairways, etc.) from the gross building square footage. For the parking analysis, the Consultant assumed that the DGSF reflects the building s gross floor area less the allowed deductions. Comparison of Existing to Standard - The Law and Justice site has designated parking areas, but does not have identified spaces. From a review of the site, the Consultant calculated that there is 76,250 square feet of parking area. For a properly designed and paved parking lot, the industry standard is 1 parking space for every 350 square feet. Given that the parking area is chopped into irregular shapes, the Consultant used a standard of 1 parking space per 450 square feet to estimate a total of 170 parking spaces. Applying the local parking standard of 1 space per 250 square feet of floor area (or existing DGSF), results in a required need of 155 spaces (38,656 DGSF divided by 250). Thus, the current number of parking spaces provides the number of spaces required by local code. Note that the local standard is for a typical office environment and may not be adequate to address the fleet, staff, and visitor parking needs of the Criminal Justice departments. Building Space Space Projections Using typical space standards for staff and non-staff driven spaces, the Consultant calculated space needs for each individual department/agency in five year intervals through A summary of the recommended space needs for each Criminal Justice department is provided in Table 2-6 on the following page. Applying the recommended space standards results in an current space need of 64,029 DGSF for Court and Law Enforcement agencies, nearly a 66% (or 25,373 DGSF) increase from the existing total of 38,656. Court and Law Enforcement space needs are projected to increase 169% from the current total of 38,656 to 104,097 DGSF by 2025, an average annual increase of 8%. Court space needs are projected to increase nearly 124% from 24,817 to 55,541 DGSF by 2025, and Law Enforcement space needs are projected to grow 251% from 13,839 to 48,557 DGSF by As noted previously, the space needs for the Jail are being analyzed by the County s Criminal Justice Consultant and will be incorporated by the County into the recommended master space plan. 2-10

17 CHAPTER TWO NEEDS ASSESSMENT Table 2-6 Summary of Future Space Needs Department Existing Current Projected % Chg Need District Court 6,595 9,216 13,272 13,272 17,328 17, % County Justice Court 4,162 6,756 6,840 6,996 7,176 7, % Bozeman Municipal Court 2,368 4,128 4,392 4,656 4,920 5, % Bozeman Prosecutor % County Attorney 2,705 2,990 4,377 5,396 6,659 7, % Public Defender 2,400 1,898 2,504 2,883 3,276 3, % Clerk of District Court 3,237 3,750 4,375 4,875 5,500 5, % Youth Probation 1,290 1,359 1,651 1,872 1,950 2, % Victim Services 1,710 1,105 1,495 1,911 2,067 2, % Community Court Services 250 1,411 2,345 2,556 2,922 3, % Subtotal 24,817 33,062 41,941 45,288 52,670 55, % Sheriff's Office 5,629 12,915 16,150 20,163 21,938 24, % Bozeman Police 4,311 11,592 12,406 14,000 15,031 16, % ,710 2,548 2,548 2,743 2,743 2, % Law Enforcement Records 1,389 1,863 2,038 2,238 2,488 2, % Coroner 800 2,050 2,050 2,050 2,050 2, % Subtotal 13,839 30,967 35,192 41,193 44,249 48, % Total 38,656 64,029 77,132 86,481 96, , % Average Annual Increase - Court and Law Enforcement 65.6% 3.4% 2.4% 2.4% 1.5% Annual Increase from Existing - Court and Law Enforcement 65.6% 3.4% 11.2% 10.0% 8.1% Source: Carter Goble Lee; February 2004 and revised March Current need based on proposed standards to existing number of staff/units. Court Law Enforcement Parking Space The fleet, staff, and visitor parking needs of the Criminal Justice departments differ from a typical office environment. As such, the local code of 1 parking space per 250 square feet of floor is not an applicable standard. Table 2-7 presents the Consultant s recommended parking requirements Court and Law Enforcement departments based on the projected staff and operational needs for

18 CHAPTER TWO NEEDS ASSESSMENT Court Law Enforcement Department Table 2-7 Analysis of 2025 Parking Needs Parking Requirement Secure 1 Staff Visitor Total District Court County Justice Court Includes jury members, attorneys and participants/ spectators for 4 District Courtrooms Includes jury members, attorneys and participants/ spectators and counter walk-ups for 2 justice courts Bozeman Municipal Court Includes jury members, attorney, spectators/ participants and counter walk-ups for 1 court operation. Bozeman Prosecutor Visitors included in Municipal Court count County Attorney visitor vehicles / staff vehicle Public Defender visitor vehicles/ per staff vehicles Clerk of District Court visitor vehicles/ staff vehicles Youth Probation visitor vehicles/ staff vehicles Victim Services visitor vehicles/ staff vehicles Community Court Services visitor vehicles/ staff vehicles Subtotal Sheriff's Office Shift overlap and 7 day operation factored at 33%. Visitor 10% staff vehicles. Bozeman Police Shift overlap and 7 day operation factored at 33%. Visitor 10% staff vehicles visitor vehicle Law Enforcement Records visitor vehicles/ per staff vehicles Coroner visitor vehicle Subtotal Vehicle evidence/service yard operations not included. Total Source: Carter Goble Lee; May Secure parking for Judges. Projected Personnel Year 2025 Comment The Consultant s analysis suggests a need for 617 parking spaces for 2025, or a standard of 1 parking space per 169 square feet (104,097 / 617). A comparison of the local code to the Consultant s recommended standard is presented in Table 2-8. Table 2-8 Summary of Parking Needs Total Projected Department Gross Square Feet 64,029 77,132 86,481 96, ,097 Parking 1: Parking 1: Source: Carter Goble Lee; May

19 CHAPTER TWO NEEDS ASSESSMENT Department Profiles A profile for each department location is presented on the following pages. Each profile represents an analytical description of the department and is a culmination of the data gathered through surveys and interviews with key staff. Also included in the profile is the Consultant s recommended future personnel and space needs. A description of the main categories presented in each department profile is provided below. - Mission/Function Documents a clear understanding of the department s purpose and function. - Personnel Data Presents full-time employees or equivalents per year from 1995 to 2004 and identifies any nondepartment staff (i.e. interns, seasonal help, etc.) requiring space. - Workload Indicators Lists the factors (i.e. growth in population, funding, etc.) that have the greatest impact on personnel growth (or reduction) in the departments over the next 20 years. - Operational Assessment Comments on current staffing and/or space advantages and deficiencies based on interviews and on-site observation. - Personnel Projection Presents the results from the five personnel forecast models (Model 1 Historical Percent Change, Model 2 Linear Regression, Model 3 Existing Staff to Projected Population, Model 4 Average of Models, Model 5 Department s Recommendation, and Model 6 Other Data) and identifies the Consultant s recommendation for future personnel needs in five year intervals through the year Types of Spaces Lists the types of office (i.e. private, semi-private, workstation, etc.), support (i.e. meeting, work/copy, etc.), and any special spaces (i.e. public lobby, evidence storage, morgue, etc.) required for the department to complete regular tasks. - Space Needs Projection Presents the existing DGSF and shows future personnel needs applied toward the recommended space standards to arrive at future space needs in five year intervals through the year Critical Adjacencies Identifies the departments/agencies with which the department has frequent face-to-face interaction and thus requires a close proximity to in regards to physical location. - Miscellaneous Lists any additional information that impacts the department s space needs or ideal location. 2-13

20 CHAPTER TWO NEEDS ASSESSMENT District 18 Courts 1615 South 16 th Avenue Mission/Function Personnel Data Provides appropriate environment for District 18 court room operations. Currently 2 District Court Judges with expectation of a 3 rd Judge appointed prior to 2010 and potential for a 4 th judge by Full-time employees or equivalents per year: Note: A "Court Set" consists of 4 staff (Judge, Reporter, Secretary, and Clerk) and Court Administration consists of 1 staff. Workload Indicators Growth in population and workload comparisons (judge case filings and case disposition numbers) to other counties in the State. Operational Assessment Advantages: Within court complex. Adjacent to jail. Disadvantages: No secure access. No secure corridor. No large size courtroom for special situations. Jury Room not within security corridor. No holding cell. No secure storage. Narrow courtroom 28 wide versus requirement. Personnel Projection Item Model 4 Department's Recommendation Note: Based on 3rd Court by 2010 and 4th Court by Types of Spaces Courtroom set (courtroom, inmate holding cell, attorney/client meeting rooms, and public foyer); mediation room; jury rooms; judicial office suites (offices, beverage counter, and private toilet); general clerical and office support spaces. Space Projection Item Existing DGSF 1 6,595 FTE Staff Projection DGSF Space Projection 9,216 13,272 13,272 17,328 17,328 DGSF Space Projection/Court 3,298 4,424 4,424 4,332 4,332 Note: Assumes 3rd Court by 2010 and 4th Court by Projections include space for Court Administration, Court Room Sets, Judicial Office Suites, Jury Rooms, Mediation conferencing, and Support Areas. Critical Adjacencies Public lobby with security post; private circulation for judicial suite and jury deliberation suite; secure parking for Judges with direct access to judicial area. Miscellaneous Administration office readily accessible to judicial suites. 2-14

21 CHAPTER TWO NEEDS ASSESSMENT County Justice Court 615 South 16 th Avenue Mission/Function Personnel Data Workload Indicators Conducts misdemeanor and felony 1 st appearance hearings; handles civil cases for the County and City of Bozeman for case amounts up to $7,000, small claims valued to $3,000, landlord/tenant disputes; uses a 6-person jury; is not a court of record. Full-time employees or equivalents per year: Note: Current staff includes 1.75 Judges and 7 support positions. Second Judge to become full-time. Case filings; county felony and misdemeanor arrests; no statewide formula. Data/Ratios County Population 60,640 62,146 63,652 65,158 66,664 68,170 69,810 71,490 73,170 Justice Court Filings 8,905 7,730 7,358 7,608 8,902 10,325 10,768 11,173 10,657 Filings per 1,000 Pop Operational Assessment Advantages: Proximity to Municipal Court. Proximity to Bozeman Police and Gallatin Sheriff Departments. Accessibility to building s public entrance. Current large courtroom provides good size for secondary courtroom. Disadvantages: Requires larger primary courtroom. No secure access. No secure corridor. No large size courtroom for special situations (overflow to lobby). Jury Room not within security corridor. Personnel Projection Item Model 6 Average Ratio Staff to Projected Filings Civil Work Load - 5% FTE Staff Projection (Model 6 + Civil Case Deflection) Detail for Model 6 provided in Appendix 2. Expansion of Bozeman Municipal Court will deflect many civil cases from Justice Court; thus 10% fewer filings at a 1.5 workload factor anticipated. Types of Spaces Courtroom set with 45-seat courtroom; mediation conferencing; jury rooms; video conferencing; archival storage; work stations; public counter; active files; staff support. Space Projection Item Existing DGSF 4,162 FTE Staff Projection DGSF Space Projection 6,756 6,840 6,996 7,176 7,308 DGSF Space Projection/Court 2,081 3,420 3,498 3,588 3,654 Note: Recommends two full size courtrooms by 2010, currently 1 full size and 1 smaller courtroom. Projections include space for Court Room Sets, Judicial Chambers, Jury Rooms, Mediation conferencing, Clerical Workspaces, Records Storage, Public Counter, and Support Areas. 2-15

22 CHAPTER TWO NEEDS ASSESSMENT County Justice Court (continued) 615 South 16 th Avenue Critical Adjacencies Public lobby with security post; secure parking for Judges with direct access to judicial area. Miscellaneous Assumes Municipal Court will handle a portion of the civil case work load. High density filing system. Archival storage at an off-site location. Courtrooms wired for video. 2-16

23 CHAPTER TWO NEEDS ASSESSMENT Bozeman Municipal Court 615 South 16 th Avenue, Suite 123 Mission/Function Handles cases involving violations of City ordinances and misdemeanor cases defined by State criminal codes; conducts 1 st appearance hearings for misdemeanor cases only; addresses tax collection under $5,000 and fees due to the City of Bozeman under $5,000; refers all felonies and civil cases to Justice Court; serves as a court of record; includes Bozeman Prosecutor. Personnel Data Full-time employees or equivalents per year: NA NA NA NA NA Workload Indicators Case filings; misdemeanor arrests within Bozeman s city limits; potential handling of civil cases; additional judge requires additional clerk; civil caseload requires additional counter support. Data/Ratios City Population 31,554 32,359 33,163 33,968 34,772 Municipal Filings 8,128 10,925 13,261 10,132 10,528 Filings per 1,000 City Pop Operational Assessment Advantages: Proximity to Justice Court. Proximity to Bozeman Police Headquarters. Accessibility to building s public entrance. Disadvantages: Courtroom too small for operation (overflow to lobby). No conferencing area. No mediation area. No secure access. No secure corridor. Jury Room not within security corridor. No holding cell. Personnel Projection Item Model 6 Average Ratio Staff to Projected Filings Civil Work Load 15% FTE Staff Projection (Sum All) Detail for Model 6 provided in Appendix 2. Types of Spaces Civil case jurisdiction increases personnel need based on court recording requirement and expanded court filings anticipate 10% more filings at a 1.5 work load factor. Courtroom set with 45-seat courtroom; jury rooms; archival storage; work stations; public counter; active files; staff support. 2-17

24 CHAPTER TWO NEEDS ASSESSMENT Bozeman Municipal Court (continued) 615 South 16 th Avenue, Suite 123 Space Projection Item Existing DGSF 2,368 FTE Staff Projection DGSF Space Projection 4,128 4,392 4,656 4,920 5,208 DGSF Space Projection/Court 2,368 4,392 4,656 4,920 5,208 Note: Recommends a second courtroom by Projections include space for Court Room Sets, Judicial Chamber, Jury Room, Mediation conferencing, Clerical Workspaces, Records Storage, Public Counter, and Support Areas. Critical Adjacencies Courtroom internally accessible from clerk/staff area; secure parking for Judge with direct access to judicial area. Miscellaneous High density filing system. Archival storage at an off-site location. Courtrooms wired for video. 2-18

25 CHAPTER TWO NEEDS ASSESSMENT Bozeman Prosecutor 615 South 16 th Avenue Mission/Function Prosecution of misdemeanor cases within the Bozeman Municipal Court s jurisdiction. Personnel Data Full-time employees or equivalents per year: NA NA NA NA NA Workload Indicators Population growth and misdemeanor caseloads (prosecutor case ratio 1: ) Operational Assessment Advantages: Located next to the court room and court clerk s area. Disadvantages: Lack of administration space. Under staffed by.5 attorneys. Poor attorney work area to include - Single Prosecutor s office too small (100 SF office). - Prosecutor s office directly accessible from public lobby resulting in security situation. - Lack offices/work space for assistant prosecutor. Lack of conferencing space. Personnel Projection Item Model 2 Linear Regression Model 3 Constant Staff/Population Model 4 Department's Recommendation FTE Staff Projection (Average All) Types of Spaces The Bozeman Prosecutor requires reception, clerical support and attorney offices. Space Projection Item Existing DGSF 100 Existing DGSF/FTE Staff 40 FTE Staff Projection DGSF Space Projection Projections include space for Attorney Offices, Clerical/Secretary Workspace and Support and Public Waiting. Critical Adjacencies Municipal Court s courtroom and work counter. Miscellaneous Video conferencing capability between the Prosecutor s office and the Bozeman Police Department recommended. 2-19

26 CHAPTER TWO NEEDS ASSESSMENT County Attorney 615 South 16 th Avenue Mission/Function Personnel Data Workload Indicators Serves as attorney for the County Commission; prosecutes all county felony and misdemeanor cases; provides counsel for civil cases; oversees operation of the Victim Witness Program. Full-time employees or equivalents per year: Staff Total Criminal Attorney Civil Attorney Administrative Note: Staff includes 8 attorneys and 4 administrative assistants. One attorney works directly with the County Commission. Victim Witness staff shown on separate profile. Primarily civil and criminal case loads; general time spent on county issues. Data/Ratios County Population 66,664 68,170 69,810 71,490 73,170 Felony & Misd. Files Opened 879 1,038 1,036 1,070 1,201 Files per 1,000 Pop Operational Assessment Advantages: Proximity to court rooms. Proximity to Sheriff s Office and Bozeman Police Department. Proximity to other agencies located within the building. Disadvantages: Lack of general work space. Lack of administration space. Attorney offices too small. Lack of conferencing space. No expansion capacity. Poor room configuration. Personnel Projection Item Model 3 Existing Criminal Staff to Projected Population Model 4 Department's Criminal Recommendation Model 6 Existing Criminal Staff to Projected Files Opened FTE Criminal Staff Projection (Average) Model 3 Existing Civil Staff to Projected Population Model 4 Department's Civil Recommendation FTE Civil Staff Projection (Average) Model 3 Existing Administrative to Projected Attorneys Model 4 Department's Administrative Recommendation FTE Administrative Staff Projection (Average) FTE Total Staff Projection (Criminal, Civil, & Admin) Detail for Model 6 provided in Appendix 2. Types of Spaces Public reception; private and semi-private offices; clerical work stations; conference room; file storage; break area; work room. 2-20

27 CHAPTER TWO NEEDS ASSESSMENT County Attorney (continued) 615 South 16 th Avenue Space Projection Item Existing DGSF 2,705 FTE Staff Projection DGSF Space Projection 2,990 4,377 5,396 6,659 7,682 Projections include space for Attorney Offices, Clerical/Secretary Workspaces, Conference Room, Reception Area, and Support Areas. Critical Adjacencies Clerk of District Court and District Courtrooms Miscellaneous If County establishes a self-insurance program, County Attorney will administer and provide representation for the program. 2-21

28 CHAPTER TWO NEEDS ASSESSMENT Public Defender 502 South 19 th Avenue Mission/Function Personnel Data Workload Indicators Provides legal defense for individuals charged with misdemeanors and felonies; responds to abuse and neglect, involuntary committal, and juvenile cases; represents individuals in the Bozeman and Belgrade Municipal Courts, County Justice and District Courts. Full-time employees or equivalents per year: NA NA NA NA NA NA NA NA NA 8.3 Note: Program imitated in October Currently funded at 1 attorney administrator, 4 attorneys, 2.75 support, and.5 runner. Current staff allocation is minimal. Criminal case filings; caseloads; court appearances. Data/Ratios County Population 66,664 68,170 69,810 71,490 73,170 Total Filings* 17,347 21,627 24,461 21,751 21,744 Filings per 1,000 Pop * Total includes Bozeman Municipal, Justice Court, and District Court Filings. Operational Assessment Advantages: Space requirements currently met. Disadvantages: Immediately adjacent to the Community Court Service area resulting in the potential for violations of confidence. Personnel Projection Item Model 3 Constant Existing Staff 8.25 to Projected Population Model 3 Constant Proposed Staff 9.25 to Projected Population Model 6 Existing Ratio Staff 8.25 to Projected Total Filings Model 6 Proposed Ratio Staff 9.25 to Projected Total Filings FTE Staff Projection (Average All) Detail for Model 6 provided in Appendix 2. Types of Spaces Public reception/waiting area; private and semi-private offices; clerical work stations; file storage; conference room; break area; work room. Space Projection Item Existing DGSF 2,400 FTE Staff Projection DGSF Space Projection 1,898 2,504 2,883 3,276 3,685 Projections include space for Attorney Offices, Clerical/Secretary Workspaces, Conference Room, Reception Area, and Support Areas. Critical Adjacencies No critical adjacencies; however, recommend that public defender s office not be adjacent to prosecutorial or staff involved in community court services. Miscellaneous Assumes all public defenders housed at one location. 2-22

29 CHAPTER TWO NEEDS ASSESSMENT Clerk of District Court / Gallatin County Public Administrator 1615 South 16 th Avenue Mission/Function Clerk of District Court - Keeps record of all 18 th District Court judicial operations: civil, criminal, probate, domestic, adoptions, juvenile. Coordinates jury calls; provides public counter services for passports, marriage licenses, district court documents, etc. Public Administrator - Serves as conservator and personal representative for issues arising from social security disability, unclaimed coroner situations, etc. Personnel Data Full-time employees or equivalents per year: Workload Indicators Case filings; number of judges; number of jury trials; public counter service; public administrator functions. Data/Ratios County Population 63,652 65,158 66,664 68,170 69,810 71,490 73,170 District Court Filings 1,295 1,837 1,865 1,943 2,057 2,233 2,881 Filings per 1,000 Pop Operational Assessment Advantages: Location in relation to District Court courtrooms. Disadvantages: Inadequate records storage space. Inadequate work space for clerk/counter staff. Clerk of Court s office (elected official) not readily accessible to the public, access through the general work area. Access to the Public Administrator function area through the general work area. Personnel Projection Item Model 2 Linear Regression Model 3 Existing Staff to Projected Population Model 4 Average of Models 2 & Additional Staff for Projected Judges FTE Staff Projection (Model 4 + Additional Staff) Model 6 Existing Ratio Staff to Projected Filings Detail for Model 6 provided in Appendix 2. Case filings (Model 6) not utilized in Personnel Projection. Types of Spaces Private offices; public counter; clerical work stations; judicial conference room; file storage; archival storage; supply storage; work room; break area. Space Projection Item Existing DGSF 3,237 FTE Staff Projection DGSF Space Projection 3,750 4,375 4,875 5,500 5,750 Projections include space for District Clerk and Public Administrator Office, Clerical Workspaces, Records Storage, Public Counter, and Support Areas. Critical Adjacencies Public corridor; District Courts; archival storage readily accessible. Miscellaneous Use of high density filing system, more extreme use computer record (future) and off-site archival storage may reduce size of records area and archival storage. 2-23