Borough Facilities Committee

Borough Hall Needs Analysis

October 2007

The goal of the Borough Council is to improve space utilization and to provide a safe, comfortable, and productive environment for all employees, volunteers, and visitors.

As in your own home and job, we live in a much more complex world today than when the Borough Hall was designed three decades ago. The original work space had no provisions for today’s equipment such as computers, printers, fax machines, and copiers. Borough functions utilizing the Borough Hall can be broken down into three main areas:  General Administration, Police Department and Fire Department. Each area has some unique space requirements. Additionally, the Board of Education operates in the Borough Hall building. Following is a breakdown of the existing conditions and deficiencies by department.

Note: Square foot standards and general requirements referenced are from the NJ Department of Treasury Division of Property Management and Construction and an architectural reference book entitled Time-Saver Standards for Building Types 2^nd Edition.

General Administration:

     Assessor, Zoning, and Building Departments:

These departments share two offices of approximately 110 sq ft each. Office space is for department head, support staff, and files.

Deficiencies:

· Both of these offices interact on a regular basis with the public. A public service counter is needed to conduct business and collect fees.

· 9 part time employees- several can be considered field personnel. 500 sq ft minimum office space is required

· Current files on hand require 112 sq ft with no allowance for longer on site storage where two years is provided but five years preferred

· 3-6 person conference/plan review room needed and requires 150 sq ft.

· Existing minimum shortage of 550 sq ft

Main Office Area:

Planning and Zoning Departments and the general administration offices including the utility clerk, tax collector/CMFO and payroll/accounts payable clerk operate out of six work stations in this 400 sq ft space. Computer server, files, and a counter area are also in this area.

Deficiencies:

· Work space is not adequate to provide for proper interaction with the public; especially as related to finance activities.

· Ample counter area is required to interact with the public and conduct business. Collection functions should be located near a public counter.

· The public and volunteers must walk through employee work space and desk areas to conduct business risking the exposure of private files and material to the public.

· Transactions of a confidential nature require private facilities.

· Separate secure room required for sensitive electronic and computer equipment.

· Secure room for vault and personnel files required.

· A dedicated break room and conference room needed.

· Recreation department should be in this area.

· Janitors closet

· Shortage in excess of 900 sq ft.

Managers Office

The Manager’s office is 150 square feet and contains files

Deficiencies:

· Office should be 350 sq ft allowing for private personnel conferences and meetings with department heads. This can also be accomplished with an adjoining conference room that can be used by others in the office.

· Office should be located so as to give the impression of being easily reached and open to any caller.

· Office should overlook total office work space

· Office is short by 220 sq ft

Clerk’s Office

The Clerk’s office is 110 square feet and contains files.

Deficiencies:

· Office should be 200 sq ft.

· Should be in view of public counter area.

· Office short by 90 sq ft.

Police Department

The entire police department including the Chief’s office, dispatch, secretary space, patrol desk, detention area, evidence room, armament storage and file space is contained in an area of 1300 sq ft. One entrance from the exterior of the building is provided and there is one entrance from the Borough Hall lower lobby. One bathroom facility services both employees and arrestees. An all purpose room is shared with Fire Department and is also used as an interview/interrogation room.

Deficiencies:

· Should be separate and secure from other Borough Hall activities

· Public and criminal activities should be separated

· Detention of persons for any length of time requires dedicated space with toilet facilities and separation of men, women, and juveniles.

· Fingerprinting, photographic, identification and booking areas should be located together but not necessarily in the same room

· Three separate entrances should be provided; one public, one employee, and one arrestee. The arrestee entrance should lead directly to the booking area and be opened to a drive through sally port.

· Separate room for interrogation with appropriate surreptitious recording equipment.

· Ample secure firearms storage

· Safekeeping of evidence and recovered property.

· Adequate secure file storage.

· Communications center and records office should be back to back and adjacent to the property room.

· A multiple use room planned for flexibility to be used for classrooms, training, community relations and other purposes.

· Dedicated break room

· Toilet facilities

· Locker and shower facilities

· Parking

· Shortage of 2200 to 3000 sq ft.

Fire Department

The Mountain Lakes Fire Department is an all volunteer department of over 70 members. The entire department operates out of a three bay garage with three fire fighting vehicles and share an all purpose room with the Police Department.

Deficiencies:

· Parking

· Gear storage

· Break/training room

· Administrative office

· Kitchen area

· File and records retention

· Toilet and decontamination shower

· Shortage of at least 1000 sq ft.

Board of Education

The Board of education office is approximately 1080 sq ft in total and shares a break/conference room with Borough administration. Thirty one file cabinets are spread throughout the area. Ten full time employees work in the space.  The superintendent, business administrator, and one secretary have private offices. Two other secretaries share an office and five clerical staff are in the remaining main area of 627 sq ft.

Deficiencies:

· Overall area short by 200 sq ft

· Superintendent and Business Administrators offices are undersized

· More file storage needed

Summary of Borough Hall Needs Analysis

General Administration –Existing 880 sq ft/estimated need 2640 usable sq ft

· Shortage of approximately 1700 sq ft.

· Private facilities needed for transactions of a confidential nature

· Public service counters needed

· Secure room required for sensitive electronic and computer equipment.

Police Department – Existing 1300 sq ft/estimated need 3500 usable sq ft

· Shortage of approximately 2200 sq ft

· Should be separate and secure from other Borough Hall activities

· Need to ensure the privacy of visitors, residents and arrestees interacting with the police

· Locker, shower and toilet facilities for employees

Fire Department – No dedicated space/Estimated need 1000 usable sq ft

· Shortage of approximately 1000sq ft

· Administrative office with secure file area

· Training/break room

· Toilet and decontamination shower

Board of Education – Existing 1080 sq ft/estimated need 1280 usable sq ft

· Shortage of approximately 200 sq ft

· More file storage needed

· Superintendent and Business Administrators offices are undersized

The total estimated shortfall is approximately 5200 sq ft.

Square foot standards and general requirements referenced are from the NJ Department of Treasury Division of Property Management and Construction and an architectural reference book entitled Time-Saver Standards for Building Types 2^nd Edition.  This analysis is not intended to give definitive answers but rather should be the starting point for further analysis, study, and review of the functional relationships of each building use and space requirements.