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Getting to know WisDOT Real Estate

Getting to know WisDOT Real Estate

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Getting to know WisDOT Real Estate

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  1. Getting to know WisDOT Real Estate

  2. Roles • Responsibilities • Resources (Central Office & Regional)

  3. People in key roles:WisDOT Real Estate Supvs & Mgrs • Bureau of Technical Services-Real Estate (BTS-RE) • Norman Pawelczyk • Tanace Matthiesen Northwest North Central Northeast Southwest Southeast • North Central Bent Stella & Craig Smits • Northeast Vacant & Bruce Enke • Northwest Troy Stapelmann & Paul Conlin • Southeast Craig Andersen, Bob Duffeck & Claudia Peterson • Southwest Jim Kuehn & Jennifer Queram

  4. WisDOT Region/District MAPDivision of Transportation System Development (DTSD) Real Estate

  5. Areas w/close ties to Real Estate Areas of specialty within Real Estate • Acquisition • Appraisal • Litigation • Property Management • Relocation • Surplus Land Management • Access (HAMS) • Utilities (TUMS)

  6. Common RE Legal References • 49 CFR Part 24 • Admin code: Chapter 92 - Relocation assistance • Chapter 32 - Eminent domain • Chapter 60 - Towns • Chapter 61 - Villages • Chapter 62 - Cities • Chapter 66 - General municipality law • Chapter 82 - Town highways • Chapter 83 - County highways • Chapter 84 - State trunk highways; federal aid • Chapter 86 - Miscellaneous highways • Chapter 91 - Farmland preservation • Chapter 201 - Control of outdoor advertising along and visible from highways on interstate and federal-aid primary systems • Chapter 244 - Uniform power of attorney for finances and property • Chapter 703 - Condominiums • Chapter 706 - Conveyances of real property; recording; titles • Chapter 846 - Real estate foreclosure • Chapter 893 - Limitations .... for claims against governmental units • Uniform Relocation Assistance & Real Property Acquisition Policies Act of 1970, as Amended

  7. Common RE Acronyms • BTS-RE – Bureau of Technical Services-Real Estate • FDM – Facilities Development Manual • FHWA – Federal Highway Administration • IRWA – International Right of Way Association • LPA – Local Public Agency • NHI – National Highway Institute • READS – Real Estate Automated Data System • RE – Real Estate • REPM – Real Estate Program Manual • WisDOT – Wisconsin Department of Transportation

  8. Active RE User Groups • Acquisition & Litigation • Appraisal (AUG) • Contracting for RE Services • Property Management (PMUG) • READS • Relocation (RUG) • TUMS

  9. Real Estate Key Topics w/REPM GuidanceChapter 1… PROJECT DEVELOPMENT • Real Estate Cost Estimating • Open Records • Encumbrances and Contract Change Orders • Early Authorization of Project ID • Functional Replacement • Right of Way Plats and Relocation Order Procedures • Contracting for Real Estate Services • WisDOT Relocation Incentive Program

  10. Real Estate Key Topics w/REPM GuidanceChapter 2… • APPRAISAL • Electronic Appraisal Materials • General Appraisal Policy • Rules of Just Compensation, Part Taken • Approaches to Values • Appraisal Field Work • Project Data Book • Appraisal Formats • Special Improvement • Common Appraisal Problems • Offering Price • Waiver of Appraisal Provision • Early Appraisal Procedure • Review Appraisers - Standards • Appraisal Review Guidelines • Real Estate Project Management Conference

  11. Real Estate Key Topics w/REPM GuidanceChapter 3… ACQUISITION • Negotiation Procedures • Early and Advanced Acquisitions • Alternate Offers and Changes to Original Offering Prices • Donations, Temporary Interests and Right of Entry Easements • Conveyance of Documents • Parcel Closing and Payment Procedures • Taxes and Tax Proration • Internal Revenue Service Forms • Condemnation/Legal Assistance • Right of Way Certification Process

  12. Real Estate Key Topics w/REPM GuidanceChapter 4… • LITIGATION • Appeals for Greater Compensation • Roles and Responsibilities in Litigation • Litigation Procedures • Claims and Legal Actions

  13. Real Estate Key Topics w/REPM GuidanceChapter 5… RELOCATION • Outdoor Advertising Relocation Agreement • Relocation Assistance • General Relocation Requirements • Relocation Planning • Relocation Advisory Services • Residential Move Payments • Residential Relocations • Business, Farm and Non-Profit Relocations • Business Move Expenses • Mobile Home Relocations • Relocation Records, Reports and Claims

  14. Real Estate Key Topics w/REPM GuidanceChapter 6… • PROPERTY MANAGEMENT • Auction/Sale of Surplus Real Estate • Procedures Upon Acquisition • Site Clearance - General • Lease of State Owned Properties • Airspace Lease Agreements • Sale/Disposal of Surplus Lands • Managing Property inventory • Excess Buildings/Personal Property Sales • Reporting Sale and Rental Revenue • Scenic Easements • Jurisdictional Transfers

  15. Real Estate Key Topics w/REPM GuidanceChapters 7, 8 & 9… FINANCE • Making Payment Requests • Projects Less Than $1,000 QUALITY ASSURANCE REVIEW CONTAMINATION GUIDE

  16. “Sample” REPM Definitions (helpful info)

  17. “Sample” REPM Index (helpful info)

  18. New RE employee help... who, what, where and when? Wisconsin Department of Transportation Bureau of Technical Services - Real Estate 4802 Sheboygan Ave; PO Box 7986, Rm 501 Madison, WI 53707-7965 Phone: 608-266-1087; Fax: 608-267-7856 • Computers: PC, LAN account, LAN drives [U=personal; W=work group shared; N=statewide shared; Y=temporary (limited to two week life-cycle)]. • Accessing computer services for new staff and new consultants (including READS) - see general "How-to guide." To get set-up for a new READS account, a WisDOT supervisor must complete and submit WisDOT form, 'Logon ID User Access Request' (DT1591); see additional special instructions. • For email help, see WisDOT email support. Or email administrator 608-266-9434 or 800-362-3050. • Microsoft Office help, see WisDOT (BITS) or online user support, contact Help Desk 608-266-9434. • For READS or other computer needs specific to Real Estate, contact Drew Kottke 608-267-9074. • PC tips and tricks • Phones: Dial "9" for local calls, "8" for long distance, voice mail services (access 264-6300). • Printers/scanners: For help adding a printer or creating a shortcut to scans folder, call WisDOT Computer Help Desk at 608-266-9434. • Hill Farms 5th floor resources: Real Estate staff directory. Contact 608-266-1087 for information about copiers, faxes, kitchen facility, laptops, mail services, restrooms, office supplies, etc. • Hill Farms building: cafeteria, conference room locations, fleet services, library, maps, parking, teleconferencing resources • Security: photo ID badges, safety and health, security, Hill Farms visitors

  19. Statewide Real Estate Phone List “Sample” (updated as needed)

  20. “Sample” RE Delegation Table (important to follow)

  21. “Sample” READS(log on required)

  22. WisDOT Web Resources • dotnet - available only to internal WisDOT staff • extranet - a highbred of dotnet/internet, with log on required • internet - open to any/everyone worldwide http://dotnet/ https://trust.dot.state.wi.us/extntgtwy/consultants/ www.dot.wisconsin.gov

  23. WisDOT Web ResourcesInternet home page at www.dot.wisconsin.gov “Doing Business” (a key consultant resource) “Programs for Local Gov’t” (a key LPA resource)

  24. WisDOT Web Resources con’t… (no log on required) “Programs for Local Gov’t”…a key resource for LPA’s

  25. “Doing Business” …a key resource for consultants

  26. The “Extranet” WEB…Consultant’s ACCESS TO WisDOT Manuals After log on using your Wisconsin ID/password, this is the extranet web home page and your access to the Real Estate Program Manual (REPM) and to the Local Public Agency (LPA) Manual for Right of Way Acquisition (forms included)

  27. Accessing WisDOT’s extranet For extranet web access… a Wisconsin ID/Password (WAMS) is required! See step-by-step instructions for creating a Wisconsin ID/Password at: http://www.dot.wisconsin.gov/business/engrserv/cauextranet.htm . Or, simply follow these five easy steps now.

  28. Extranet (Web) AccessInstructions for Creating ID/Password Step 1– At WisDOT’s home page www.dot.wisconsin.gov, click ‘Doing Business’ from Main Topics grouping (center/top of page)

  29. Step 2 – From Doing Business page at www.dot.wisconsin.gov/business, click ‘Consultant extranet’

  30. Step 3 – From Doing Business/Accessing the consultant extranet at www.dot.wisconsin.gov/business/engrserv/cauestranet.htm, follow instructions for Creating ID/password. Or, simply click ‘Consultant extranet site’

  31. Step 4 - From Consultant extranet page, proceed to ‘Register for a Wisconsin User ID’ (WAMS). Or, if already registered, simply complete log in with your user ID and password.

  32. Step 5 – From ‘Consultant extranet - contracting for engineering and related services,’ proceed to topic/area of WisDOT manuals (about half-way down); here find links to Real Estate Program Manual (REPM) and LPA Manual.

  33. Let us introduce…the LPA Manual…

  34. The Local Public Agency (LPA) program is administered by the Wisconsin Department of Transportation (WisDOT). • The Division of Transportation System Development (DTSD), has assigned each region a Management Consultant (MC) to provide project management services and oversight activities. A WisDOT Real Estate (RE) Coordinator also works to help coordinate and manage any real estate related activities.

  35. Local Public Agency (LPA) Manual for Right of Way Acquisitionwith link to LPA forms The Local Public Agency (LPA) Manual for Right of Way Acquisition is intended to assist Local Public Agencies (LPAs) in the state of Wisconsin to secure funding for local road projects and is to be used as a guide to right of way acquisition. This manual briefly describes the processes, documents and approvals necessary to obtain Wisconsin Department of Transportation (WisDOT) and/or Federal Highway Administration (FHWA) funds. It is intended as a reference for administrative and field personnel in local governmental agencies. It is not intended to be a comprehensive document. Local Public Agencies (LPAs) must follow the minimum procedures outlined in this manual to secure the approvals needed to proceed with right of way acquisition on state or federal aid projects. The request for use of federal funds in right of way is to be coordinated with the regional Real Estate (RE) Coordinator for WisDOT assigned to the area in which the local project is located. It is the responsibility of the LPA to ensure that all state and federal procedures and laws are followed.

  36. Remember! Like our REPM, the official version of the LPA Manual w/LPA forms is the electronic publication with updates made on an as needed basis. Access to the LPA Manual for WisDOT staff is through our dotnet at: http://dotnet/dtid_real_estate/repm/lpa/index.htm. For consultants or other users outside of WisDOT (including LPAs), you must first create a log on and go through our extranet site to: https://trust.dot.state.wi.us/extntgtwy/dtid_real_estate/repm/lpa/index.htm.

  37. Local Public Agency (LPA) Manual for Right of Way Acquisition with link to LPA forms

  38. From the home web page of the Local Public Agency (LPA) Manual for Right of Way Acquisition, please review our … Welcome, overview, disclaimer, Table of Contents, news/updates, contact info, forms and more!!! (Access to LPA Manual is via the extranet) Welcome to the Local Public Agency (LPA) Manual for Right of Way Acquisition. The LPA Manual is intended to assist Local Public Agencies (LPAs) in the state of Wisconsin to secure funding for local road projects and is to be used as a guide to right of way acquisition.  This manual briefly describes the processes, documents and approvals necessary to obtain Wisconsin Department of Transportation (WisDOT) and/or Federal Highway Administration (FHWA) funds.  This is a compilation of information from many sources and is intended as a reference for administrative and field personnel in local governmental agencies.  It is not intended to be a comprehensive document.  Local Public Agencies (LPAs) must follow the minimum procedures outlined in this manual to secure the approvals needed to proceed with right of way acquisition on state or federal aid projects.  The request for use of federal funds in right of way is to be coordinated with the regional Real Estate (RE) Coordinator for WisDOT assigned to the area in which the local project is located.  It is the responsibility of the LPA to ensure that all state and federal procedures and laws are followed.  Please also be aware that this manual is a sub-section of the larger Real Estate Program Manual (REPM).  To obtain additional detailed information, direction and guidance relating to the policies and procedures as outlined and discussed throughout this manual, you should make frequent reference to the REPM, except that any form(s) linked as part of the REPM should be substituted for the equivalent LPA form(s).    Disclaimer:  It is impractical, if not impossible, to address or anticipate all possible situations.  The information contained within this manual is offered for use in understanding the policies of the WisDOT real estate program and is not meant to be the basis for creating absolute requirements or law except where state or federal law or administrative rules with the force of law apply.  The Bureau of Technical Services-Real Estate (BTS-RE) management, on behalf of WisDOT, has the ability to exercise discretionary judgment in the use or application of this manual.  Updates are made when practicable, but not instantly.  BTS-RE is not responsible to provide notice to users when modifications are made.  Insignificant format updates and/or corrections may not always be announced with an official revision date.  Please be aware that the official and always most current version of this manual is this electronic publication.  Any use of a printed copy is discouraged as format and even policy is subject to change making the potential for printed copies to become quickly outdated. The existence, distribution, application and use of this manual do not constitute an acknowledgment or guarantee of outcome, expressed or implied, by WisDOT.    Using the manual:  Access to the LPA Manual is through the dotnet and is available to our consultants via the extranet.  Frequent references are made to the Wisconsin Statutes, the Real Estate Program Manual (REPM), and to the Facilities Development Manual (FDM).  Documents in this manual require the use of Acrobat® Reader™ . Free Acrobat® Reader™ software may be obtained here.  For questions, comments or assistance in using this manual, please email: sherry.miner@dot.wi.gov; phone 608-266-2370.  See WisDOT Real Estate LPA staff contacts below.

  39. “Sample” LPA Manual Table of Contents TABLE OF CONTENTS w/LPA Forms) SECTION 1.0 PROJECT DEVELOPMENT SECTION 2.0 PROJECT STAFFING/ACQUISITION CAPABILITY STATEMENT SECTION 3.0 PRELIMINARY R/W ACTIVITIES SECTION 4.0 APPRAISAL PROCESS SECTION 5.0 NOMINAL PAYMENT PARCELS SECTION 6.0 NEGOTIATION PROCESS SECTION 7.0 DONATIONS AND TEMPORARY INTERESTS SECTION 8.0 CLOSING PROCEDURES SECTION 9.0 CONDEMNATION PROCESS SECTION 10.0 MISCELLANEOUS PROCEDURES SECTION 11.0 CERTIFICATION AND RECORDS SECTION 12.0 REIMBURSEMENT OF STATE/FEDERAL AID

  40. LPA News/Updates “Sample” LPA Manual Table of Contents/Additional Information Additional LPA Materials Includes list of WisDOT approved negotiators and appraisers Other links of interest

  41. “Sample” LPA Manual/ LPA Forms LPA form name (in alpha order) LPA Form #

  42. WisDOT RE Forms vs. LPA Forms WisDOT approved current forms must be used on all RE related projects. LPA forms typically mirror WisDOT version, except with references to the DOT removed. LPA forms must be used as appropriate for LPA projects. Most WisDOT RE forms have a number starting with “DT…;” LPA forms typically begin with “LPA…,” and many of both are dated, but “un-numbered.” Only two places exist where you can access WisDOT RE forms - 1) through the REPM/Forms page (offers blank paper copies) and 2) generated through READS at each appropriate project development stage. The only place to access approved current LPA forms is from the LPA Manual/Forms page. The REPM and LPA Manual Form pages are on the dotnet for internal WisDOT staff and on theextranet for external customers (including consultants or anyone with a WAMS ID).

  43. The LPA Manual is a guide for LPA projects involving real estate and is sub-section of the Real Estate Program Manual (REPM). Both manuals are accessible on the dotnet for internal WisDOT staff and on the extranet for external customers (including consultants or anyone with a WAMS ID). We may also make reference to these manuals and guides… • Facilities Development Manual (FDM) http://roadwaystandards.dot.wi.gov/standards/fdm/index.htm • Utility Coordination Guide (UC Guide) http://roadwaystandards.dot.wi.gov/standards/util/index.htm • Federal Highway Real Estate Acquisition Guide for LPA’s www.fhwa.dot.gov/realestate

  44. Real Estate Program Manual (REPM) with link to “DT…” and un-numbered forms Remember!While most forms should be generated directly from READS, the REPM is the "official" location for all WisDOT Real Estate specific forms and related documents, and you must go to LPA Manual/Forms page if LPA right of way forms are needed. For our consultants, access to the Real Estate Program Manual or LPA Manual is by log on through the extranet system.

  45. Let us introduce…the REAL ESTATE PROGRAM Manual (REPM)… “Sample” REPM (official copy is electronic copy)

  46. “Sample” REPM/ Table of Contentswith link to RE Formsand more!

  47. “Sample” REPM/ Forms Last updated RE form title(in alpha order) Form # Available Format

  48. “Sample” REPM/ Recent Revisions & Special news!

  49. “Sample” REPM/ Related Links Under ‘RELATED LINKS:’ on REPM home page, see ‘RE related training’More on next slide…

  50. For Consultants: See “General” WisDOT Technical Training Opportunities from ‘Doing Business’ page There is a ‘Training’ link at the bottom of WisDOT’s Doing Businesspage for consultants and other non-WisDOT staff to access information about “general” WisDOT sponsored training opportunities that may be upcoming and available to non-WisDOT participants, including: counties, local government agencies, consultants, etc.  Note: This is NOT a registration site for WisDOT employees. See: (log on required) Training extranet site