Presentation Transcript

1. Best Practices: Strategies for Reducing Plat Changes

   Wisconsin Department of Transportation Statewide Real Estate Conference Rodney Key, R.L.S. Robert Duffeck, R.L.S. Paul Vraney, P.E. May 15, 2013 WisDOT Geodetic Surveys Unit
2. Discussion Points Summary of Plat Errors Best Practices Background Best Practices Subjects & Recommendations Best Practices – SE Region Plat Development Process – NE Region “Lessons Learned” Questions and Answers
3. WisDOT Geodetic Surveys Unit
4. Strategies for Reducing Plat Changes Types of Errors Which Cause Amended Plats 1. Add/Remove Parcels 2. Change Acquisitions – Fee, TLE, PLE, AR, HE 3. Scope Changes 4. Fast Track Projects Design/Acquisition Issues 1. Compensability 2. Add/Remove Utility Parcel 3. Add Pedestal or Pole Utility Issues 1. Errors in Schedule 2. Errors in Legal Description 3. Section Corner Coordinate Errors 4. Ownership Changes 5. Boundary Errors Other Issues
5. Best Practices Committee To Reduce Late Design Changes Committee Began Meeting August 18, 2000 Committee Completed Recommendation April 4, 2001 Members: Representing: Russell Zick D-1 R/W Plat Unit Robert Roszkowski D-2 Design Service Unit Bruce Enke D-3 Project Dev. Unit Roland Hawk D-4 Project Dev. Unit Janice Crooks D-5 Real Estate Unit Mike Ostrowski D-6 Project Dev. Chief Paul Weigandt D-7 Real Estate Unit Hugh McDonald D-8 R/W Plat Unit Rodney Key CO Surveying/Mapping Ken Brockman CO Surveying/Mapping
6. 18 Best Practices for Reducing Plat Changes WisDOT Geodetic Surveys Unit
7. Best Practices for Reducing Plat Changes WisDOT Geodetic Surveys Unit
8. Best Practices for Reducing Plat Changes WisDOT Geodetic Surveys Unit
9. OWNERSHIP INFORMATION SHEET
10. Best Practices for Reducing Plat Changes
11. Best Practices to Reduce Design & Plat Changes (SE Region) Goal: Reduce number of plat revisions for parcels from 50% to 15% Problem: Input to project development process is not always timely. Solutions: Get more timely input and establish realistic individual acquisition project schedules at or before 60% review meeting. The following 30% plan content will be ready at 30% review meeting. Title Sheet Typical Section Sheet Horizontal Alignments Vertical Alignments Cross Section Sheets
12. Best Practices to Reduce Design & Plat Changes (SE Region) Goal: Reduce number of plat revisions for parcels from 50% to 15%. For the 60% project review, refer to FDM 15-1 Attachment 4.1Checklist. Six key items will be reviewed. Typical Sections Sheet Intersection geometrics, esp. signalized Construction Staging Plan Final Alignment Drainage Plan Cross section sheets A Real Estate ad hoc member and the PM will determine at the 30% review meeting if a Property Owner Meeting (POM) is necessary. A project with large acquisitions should have a POM meeting. Preliminary r/w staking of parcels will occur within 30 days of POM. This should be after 60% review. If a property owner does not attend POM, a representative from Real Estate will contact them by letter.
13. Real Estate Guide to Transportation Project Plats Plat Appraisal Date Date is a reference for appraisers to note version of plat used to appraise a particular parcel. Date is located outside plat sheet border. Date will be revised whenever changes in interest are made to plat sheet prior to Relocation Order approval date. Region should copy appropriate, unrecorded plat sheet(s) to appraiser (and reviewer) as soon as possible. Sending TPP sheet to Register of Deeds Regions should wait as long as possible to send appropriate completed and signed TPP sheet to BTS-RE plat coordinator to ensure all R/W needs are known and accurately depicted on plat. Survey and Mapping will send image to Register of Deeds. Amendments to Plat and Legal Descriptions Effort will be made to file a TPP sheet only once, but there will be occasions when it becomes necessary to file an amendment plat. FDM 12-10-15 explains methods for modifying the plat.
14. Plat Development Process - NE Region Key Elements for Success: PDS and Real Estate Project Managers and Plat Coordinator working together Identifying schedule and risks early in project development process Setting up reoccurring coordination meetings or on-need basis Being flexible toward accommodating team member’s needs Region sections available for consultation and input All plat review team members actively engaged in process
15. Plat Development Process - NE Region Typical Overall Project Timeframes: Small Project with Real Estate - 52 months Medium Project with Real Estate - 65 months Large Project with Real Estate - 78 months Timeframes include PMP Load Meeting to Final PS&E Submittal Includes 3 months (small project) to 9 months (large project) timeframe for title searches early in project - may be condensed Includes 12 months (small project) to 20 months (large project) timeframe for completing from 30% to 60% design
16. Plat Development Process - NE Region Typical Plat Development Timeframes: Pre-Final Plat Small Plat - 5 months Medium Plat - 8 months Large Plat - 10 months Includes time for plat review meeting Final Plat Small/Medium Plat - 4 months Large Plat - 8 months Timeframe includes preliminary property owner contacts Small right of way plat - Less than 25 parcels Medium right of way plat - 25 to 50 parcels Large right of way plat - Greater than 50 parcels
17. Plat Development Process - NE Region Typical Real Estate Acquisition Timeframes: Small - 12 months Medium - 18 months Large - 24 months Small - no relocations, no complex Medium - 1 to 5 residential relocations, 1 to 10 complex Large - greater than 5 residential or 1 business relocation, greater than 10 complex
18. Plat Development Process - NE Region Key Elements for Success by PDS Project Manager: Develop accurate slope intercepts. Use widest SI footprint for staged construction Sit down with plat developer to describe right of way needs Consider utility relocation needs when laying out right of way Address all access needs and restrictions, including alterations to existing access Seek consultation from other sections (i.e., Maintenance, Planning) for access needs Attain property owner comment prior to setting final plat
19. “Lessons Learned” On projects with a tight schedule, identify and acquire parcels where utilities need to be relocated Know when to limit negotiations JO is not necessarily a bad thing Acquire excess R/W where schedule is tight PDS coordination with plat developers Too much time/too little time Continue R/W staking prior to negotiations Dialogue with property owners Know the process and the players
20. For Further Guidance: See Chapter 12/Facilities Development Manual http://roadwaystandards.dot.wi.gov/standards/fdm See Real Estate Program Manual http://dotnet/dtid_real_estate/repm/repm.htm WisDOT Geodetic Surveys Unit
21. ? ? ? ? ? ? ? Questions ? ? ? ? ? WisDOT Geodetic Surveys Unit
22. Thank You! Rodney Key, R.L.S. rodney.key@dot.wi.gov 608-243-3397 Robert Duffeck, R.L.S. robert.duffeck@dot.wi.gov 262-548-5956 Paul Vraney, P.E. paul.vraney@dot.wi.gov 920-492-2232 WisDOT Geodetic Surveys Unit