srs synergy property management

7/25/2019 SRS SYNERGY Property Management

1/41

Page 1 of 41 Thursday, June 13, 2013

Ohio Department of Transportation

Division of EngineeringOffice of Real Estate

SynergyReal Estate Business Analysis

Property Management System Requirements Specification

Version 1.00

Revision History

Date Version Description Modified By

2/26/13 1.00 Initial Draft Cheryl Jacino3/15/13 1.00 Define Real Estate Acquisition Process Cheryl Jacino

4/29/13 1.00 Define Real Estate Property Management Process Cheryl Jacino

5/22/13 1.00 Finalized Property Management SRS Cheryl Jacino

5/24/13 1.01 Added Property Management to page headings. Cheryl Jacino

6/10/13 1.02 Expanded on RE 5.5.5.5.2 Payment Received AndProcessed.

Cheryl Jacino


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Real Estate Business Analysis SRS Synergy Property Management v. 1.00


Table of Contents

0 SynergyProperty Management System Requirements Specification ................................. 30.1 Purpose ....................................................................................................................... 30.2 Author(s) ...................................................................................................................... 30.3 Audience ...................................................................................................................... 30.4 Business Requirements ............................................................................................... 4

0.5

System Requirements Specifications Table: ................................................................ 40.6 Process Flow Chart: ..................................................................................................... 6

5 Property Management Process ......................................................................................... 75.1 Lease Property ............................................................................................................ 85.1.1 Establish Lease ........................................................................................................ 95.1.1.3

Establish Rental Rate and Deposit .......................................................................10

5.1.2 Manage Lease ........................................................................................................105.1.2.4 Perform Lease Renewal ......................................................................................115.1.2.5 Perform Lease Termination as necessary ............................................................115.1.3 Resolve Lease Issues .............................................................................................135.2 Lease Property for Oil & Gas ......................................................................................145.2.4

Lease Property for Oil & Gas ...................................................................................15

5.2.5

Negotiate Final Terms And Conditions And Execute Lease .....................................155.2.6 Manage Oil & Gas Lease ........................................................................................16

5.3 License Pipeline ..........................................................................................................175.3.4 District Reviews And Approves Pipeline License Agreement ...................................185.3.5 Negotiate Final Terms And Conditions And Execute Pipeline License Agreement ..185.3.6

Manage Pipeline License Agreement ......................................................................19

5.4 Dispose of Structure ...................................................................................................205.4.2 Sell Structure ...........................................................................................................215.4.8 Donate to Governmental Agency .............................................................................235.5 Dispose of Excess Land..............................................................................................245.5.2

Review and Approve Land Disposal ........................................................................26

5.5.5

Conduct Public Auction ...........................................................................................27

5.5.5.4

Prepare Sale Package .........................................................................................275.5.5.5 Process Closing with Governors Deed................................................................28

5.5.5.5.2 Payment Received And Processed ......................................................................295.5.6

Coordinate Direct Sale ............................................................................................30

5.5.7

Government Sale or Transfer ..................................................................................31

5.5.7.7 Process Closing with Directors Deed..................................................................325.6 Vacate Roadway .........................................................................................................335.6.4 Notice To Abutting Owners ......................................................................................345.6.6 Process Claim .........................................................................................................345.6.7

Finalize Roadway Vacation .....................................................................................36

5.7 Modify Limited Access ................................................................................................375.7.3 District Reviews and Approves ................................................................................38

5.7.4

Finalize Access Modification....................................................................................39

5.7.4.4 Conduct Closing ..................................................................................................405.8 Extinguish Easement ..................................................................................................41


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0 yn rgyProperty Management System Requirements Specification

0.1 Purpose

The System Requirements Specification (SRS) is to capture the business requirements for theReal Estate Right of Way System. The purpose of these requirements is three fold:

1) used to select a system to purchase2) used to identify feature requirements during the system design phase3) assist the business with identifying change management needs

The SRS document should also capture the non-functional requirements as well as systemconversion requirements.

0.2 Author(s)

The Business Analyst is the owner of this document, with assistance from the Business

Sponsors, Business Stakeholders, Business Subject Matter Experts, District Subject MatterExperts, and Project Management Office Manager.

0.3 Audience

The SRS is a useful tool for Business Users requesting the system to communicate thefunctions of the system with DoIT and vendors involved in creating the software or system. Thisdocument will also serve as a reference for any future development.


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0.4 Business Requirements

A business requirement is a specific, actionable, testable directive that is under the control of the business andsupports a business policy. Included in the document of SRS are the high-level lists of requirements that will bebroken into features during the Systems Design Phase that follows Business Analysis. There may be more than onefeature for each business requirement.

0.5 System Requirements Specifications Table:

Each section of system requirements specification is included in a table with the following parts:

ID Description RequirementsSource

Priority Change? Feature

IDThis is a numeric ID that will be used to track the requirement through all phases of the system development toensure the requirement is designed, developed, tested, approved, and implemented.

Descriptionincludes the title of the process and a definition of what is included in the process.

Requirements SourceUsed to identify the source of the requirement. In this case the requirement is being trackedback to the requirements gathering session.RE-Acquisition-BA stands for Real Estate Acquisition Requirements Gathered during Business Analysis.RE-Appraisal-BA stands for Real Estate Appraisal Requirements Gathered during Business Analysis.RE-Acquisition-Type-BA stands for Real Estate Acquisition Type Requirements Gathering during Business

Analysis.RE-Utility-BA stands for Real Estate Utility Coordination Requirements Gathering during Business Analysis.RE-Relocation-BA stands for Real Estate Relocation Requirements Gathering during Business Analysis.

RE-Property-Mgmt-BA stands for Real Estate Property Management Requirements Gathering during BusinessAnalysis.RE-Fiscal-BA stands for Real Estate Fiscal Requirements Gathering during Business Analysis.RE-General-BA stands for Real Estate Reporting, Records Retention, & Document Handling RequirementsGathering during Business Analysis.RE-Technical-BA stands for Real Estate Technical Requirements, System Interfaces, and Non-FunctionalRequirements Gathering during Business Analysis.


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ID DescriptionRequirementsSource


PriorityDefine the priority within the replacement New System for each requirement.

Required - Current Paradox System Process that is required in the New System. Obsolete - Current Paradox System Process that is Obsolete and will not be present in the New System. New - Process that is not in the Current Paradox System Process but is required in the New System. Extra - Process that is not in the Current Paradox System Process and is an Unnecessary but desirable Extra

Feature in the New System. Future - Process that is not in the Current Paradox System Process and is a desirable Feature in a future

version of the New System. Any necessary preliminary setup to easily provide this feature in the future isadvised.

ManualProcess that is manual and does not lend itself to a system solution. See DetailPriority is captured in a sub-process related to this process.

Change?Does this need Change Management for implementation?

FeatureUsed during Systems Design Phase to trace Functional Requirement related to the Business SystemRequirement.


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0.6 Process Flow Chart:

Each Process is accompanied by a process flow chart. The legend below shows all of the shapes usedin the flow charts and the meaning of the shapes. Although the process flow represents the generalflow of the acquisition work, there is complete flexibility in the order each process is completed. Belowis a legend describing the shapes used within the flow charts.

LEGEND

Process

Decision?

Start or End

Document

Document

Group Process

ProcessA specific, actionable, testable activity that is under the control of the business and supports a

business policy.

DecisionThis is a point where the process splits into different processes based on the question shown in the

diamond. Each directional arrow leaving the diamond is labeled with the answer to the question and points to

the process that follows.

Start or endA start or end point for the process flow that originates or ends at this point.

Group ProcessA group of related processes that will be broken down into specific, actionable, testable

activities. To see the breakdown of this group, an embedded link to the tab with the breakdown of processes

is included.

DocumentA paper copy of the named document. Documents can be input to a process or output from a

process but it does not represent any activity related to the document.

C

Certified Mail

MailMailA paper copy of the named document is mailed. Mail can be input to a process or output from a

process but it does not represent any internal system activity, only the external activity of mailing a document.

Continue? ContinueThis is a point where the process repeats until the answer allows the process to continue to the

next step.

Manual ProcessA specific, actionable, manual activity that cannot be replaced by system activity.

1.6.1

Search PublicRecords for

Owner

6.3.4Enter

EncumbranceInto Ellis

External ProcessAn activity that is a necessary part of the business process flow but takes place in a system

external to this Real Estate System.

Multi-Process Multi-ProcessMultiple distinct yet related activities are directly accessed from this entry point in the

business process flow.

Deliver/Receive Document in person. This can be input to a process or output from a process but it does not

represent any activity, only the external delivery or receipt a document.

Note: Title Process NoteThis contains notes that are important to the business process flow.


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5 Property Management Process

This section contains the requirements for the property management process related toDepartment of Transportation projects.

5.0 PROPERTY MANAGEMENT

Property Management

5.1

Lease Property

5.4

Dispose Of

Structure

5.2

Lease Property

For Oil & Gas

5.3License Pipeline

5.7

Modify Limited

Access

5.6

Vacate Roadway

5.8

Extinguish

Easement

5.5Dispose OfExcess Land

ID Description

Requirements

Source


RE 5.1 Lease PropertyAll properties ownedby ODOT that are suitable for lease willfollow this process.

RE-Prop-Mgmt-BA

See Detail

RE 5.2 Lease Property for Oil & Gas - Allproperties owned by ODOT that aresuitable for Oil & Gas lease will followthis process.

RE-Prop-Mgmt-BA

See Detail

RE 5.3 License PipelinePipeline companiesthat request the right of way foroccupancy follow this process.

RE-Prop-Mgmt-BA

See Detail

RE 5.4 Dispose of StructureDistrict followsthis process on all structures that needto be removed.

RE-Prop-Mgmt-BA See Detail

RE 5.5 Dispose of Excess LandDistrictfollows this process on all excess landsto be disposed.

RE-Prop-Mgmt-BA

See Detail

RE 5.6 Vacate RoadwayDistrict follows thisprocess on roadway that is to beremoved from service.

RE-Prop-Mgmt-BA

See Detail


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RE 5.7 Modify Limited AccessDistrict followsthis process when a property ownerrequests new or improved access tothe roadway.

RE-Prop-Mgmt-BA

See Detail

RE 5.8 Extinguish EasementDistrict followsthis process when excess easementcontrolled ROW is transferred to theunderlying owner.

RE-Prop-Mgmt-BA

See Detail

5.1 Lease Property

All properties owned by ODOT that are suitable for lease will follow this process.

5.1 LEASE PROPERTY

5.1.2

Manage Lease

5.1.3

Resolve Lease

Issues

5.1.1

Establish Lease



RE 5.1.1 Establish LeaseDistrict followsthis process to setup a newlease.

RE-Prop-Mgmt-BA

See Detail

RE 5.1.2 Manage LeaseDistrict followsthis process to manage anexisting leased property.

RE-Prop-Mgmt-BA

See Detail

RE 5.1.3 Resolve Lease IssuesDistrictfollows this process to manageissues that arise in the normallease management process asnecessary.

RE-Prop-Mgmt-BA

See Detail


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5.1.1 Establish Lease

District follows this process to setup a new lease.

5.1.1 ESTABLISH LEASE

5.1.1.2

Negotiate And Close

Holdover Tenants AsNeeded

5.1.1.4

Process

Application ToLease

5.1.1.5Accept

Application ToRent?

5.1.1.3

Establish Rental

Rate And Deposit

5.1.1.6

Finalize Lease

Agreement

YES

5.1.1.1

Determine

Feasibility ToLease Property

NO

5.1.1.7

Collect Rents

And Deposits



RE 5.1.1.1 Determine Feasibility to LeasePropertyDistrict considerscurrent and future projects todetermine if the property isavailable for leasing. Districtthen evaluates the structure for

safety, and economic feasibilityof rental.

RE-Prop-Mgmt-BA

Manual

RE 5.1.1.2 Negotiate and Close HoldoverTenants as neededHoldovertenants are original siteoccupants during acquisitionthat remain on the premisesfollowing closing. Prior toclosing, holdover tenants mustenter into an ODOT propertylease.

RE-Prop-Mgmt-BA

Manual

RE 5.1.1.3 Establish Rental Rate and

DepositConduct a marketrent analysis to determine theRental Rate and Deposit.

RE-Prop-Mgmt-

BA

See Detail

RE 5.1.1.4 Process Application to LeaseAccept application and performcredit check as necessary.

RE-Prop-Mgmt-BA

New

RE 5.1.1.5 Accept Application to Rent?Monitor for an approved leaseagreement.

RE-Prop-Mgmt-BA

RE 5.1.1.6 Finalize Lease AgreementComplete and execute leaseagreement.

RE-Prop-Mgmt-BA

Required

RE 5.1.1.7 Collect Rents and DepositsProcess original rent paymentsand deposits.

RE-Prop-Mgmt-BA

Required


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5.1.1.3 Establish Rental Rate and Deposit

Conduct a market rent analysis to determine the Rental Rate and Deposit.

5.1.1.3 ESTABLISH RENTAL RATE AND DEPOSIT

5.1.1.3.1Obtain Market

Rent Analysis

5.1.1.3.2

DetermineSecurity Deposits

Per Lease



RE 5.1.1.3.1 Obtain Market Rent AnalysisComplete rental evaluation todetermine market rental rate.

RE-Prop-Mgmt-BA

New

RE 5.1.1.3.2 Determine Security DepositsPer LeaseCalculate deposit

based on rental rate.

RE-Prop-Mgmt-BA

Required

5.1.2 Manage Lease

District follows this process to manage an existing leased property.

5.1.2 MANAGE LEASE

5.1.2.1

Receive and

Process Rent

5.1.2.2

Maintain

Property

5.1.2.3

Conduct

Inspections

5.1.2.6

Pay Property

Taxes

5.1.2.4Perform Lease

Renewal

5.1.2.5Perform LeaseTermination as

Necessary



RE 5.1.2.1 Receive and Process RentWhen rentis received, process payment.

RE-Prop-Mgmt-BA

Required

RE 5.1.2.2 Maintain PropertyComplete periodicfixes and maintenance updates asnecessary. Rent reduction needs to beprocessed when tenant makes repair.

RE-Prop-Mgmt-BA

Required

RE 5.1.2.3 Conduct InspectionsDistrict conductsannual property inspections.

RE-Prop-Mgmt-BA

Required

RE 5.1.2.4 Perform Lease RenewalAt the end ofthe lease term, District determinesfeasibility of rental renewal and renewslease as necessary.

RE-Prop-Mgmt-BA

See Detail

RE 5.1.2.5 Perform Lease Termination as necessaryAt normal termination of lease, inspectcondition of property and return securitydeposit according to the terms of thelease.

RE-Prop-Mgmt-BA

See Detail


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RE 5.1.2.6 Pay Property TaxesPay property taxeswhen tax bill received.

RE-Prop-Mgmt-BA

Required

5.1.2.4 Perform Lease Renewal

At the end of the lease term, District determines feasibility of rental renewal and renews lease as

necessary.

5.1.2.4 PERFORM LEASE RENEWAL

5.1.2.4.1

Obtain Market

Rent Analysis As

Needed

5.1.2.4.2

Process Lease

Renewal



RE 5.1.2.4.1 Obtain Market Rent Analysis asneededEvaluate Lease termsand conditions and conductmarket rent analysis asnecessary.

RE-Prop-Mgmt-BA

Required

RE 5.1.2.4.2 Process Lease RenewalExecute new lease.

RE-Prop-Mgmt-BA

Required

5.1.2.5 Perform Lease Termination as necessary

At normal termination of lease, inspect condition of property and return security depositaccording to the terms of the lease.

5.1.2.5 PERFORM LEASE TERMINATION AS NECESSARY

5.1.2.5.1

Inspect

Condition Of

Property

5.1.2.5.2

Return Security

Deposit



RE

5.1.2.5.1

Inspect Condition of PropertyWhen

terms of the lease have been fulfilledand lease renewal is not offered or isoffered and not accepted, Districtconducts an inspection of the conditionof the property and determines anydamages and makes depositadjustments as necessary.

RE-Prop-Mgmt-

BA

Required


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RE5.1.2.5.2

Return Security DepositDistrictprocesses release of funds for depositreimbursement less damageadjustments as necessary.

RE-Prop-Mgmt-BA

Required


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5.1.3 Resolve Lease Issues

District follows this process to manage abnormal issues that arise in the normal leasemanagement process as necessary.

5.1.3 RESOLVE LEASE ISSUES

5.1.3.3

Give Notice to

Leave Premises

5.1.3.2

Terminate Lease

5.1.3.1

Process NSF and

Delinquent

Payments

NOTE: These processes are performed as necessary by the issue that needs to be resolved.

5.1.3.4

Process Eviction Resolve Lease Issues



RE 5.1.3.1 Process NSF and Delinquent PaymentsIf payment is late or funds are notsufficient, follow lease terms andconditions to resolve issue.

RE-Prop-Mgmt-BA

Required

RE 5.1.3.2 Terminate LeaseIf tenant violatesterms and conditions sufficiently toterminate proceed with leasetermination.

RE-Prop-Mgmt-BA

Required

RE 5.1.3.3 Give Notice to Leave PremisesWhentenant violates terms and conditions anotice to vacate must be deliveredaccording to the terms of the lease.

RE-Prop-Mgmt-BA

New

RE 5.1.3.4 Process EvictionAs necessary,engage Attorney General to evicttenant according to the terms of thelease.

RE-Prop-Mgmt-BA

New


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5.2 Lease Property for Oil & Gas

All properties owned by ODOT that are suitable for Oil & Gas lease will follow this process.

5.2 LEASE PROPERTY FOR OIL & GAS

5.2.1

Receive Lease

Request FromO&G

5.2.2

Provide Package

Checklist ToO&G

5.2.4

CO And District Review

And Approve Lease

5.2.5Negotiate Final

Terms & ConditionsThen Execute Lease

5.2.6

Manage O&G

Lease

5.2.3

Receive Completed

Package From O&G



RE 5.2.1 Receive Lease Request from O&GAgency receives request from Oil &Gas Company for lease rights.

RE-Prop-Mgmt-BA

Manual

RE 5.2.2 Provide Package checklist to O&GCO sends checklist for O&G leaserequest package to company.

RE-Prop-Mgmt-BA

Manual

RE 5.2.3 Receive Completed Package fromO&GCO receives completed O&Glease request package and recordsbasic information.

RE-Prop-Mgmt-BA New

RE 5.2.4 CO and District review and approveLease - Review Deeds, Plans, LegalDescription, Etc. for O&G lease requestand work to approve lease.

RE-Prop-Mgmt-BA

See Detail

RE 5.2.5 Negotiate Final Terms & ConditionsThen Execute Lease

RE-Prop-Mgmt-BA

See Detail

RE 5.2.6 Manage O&G LeaseEnsurecompliance to lease terms and

conditions and process paymentsreceived.

RE-Prop-Mgmt-BA

See Detail


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5.2.4 Lease Property for Oil & Gas

Review Deeds, Plans, Legal Description, Etc. for O&G Lease Request and work to approve lease.

5.2.4 CO AND DISTRICT REVIEW AND APPROVE OIL & GAS LEASE

5.2.4.1Review O&G Lease

Request

5.2.4.2Send to District

for Review and

Approval

5.2.4.3Receive District

Approval



RE 5.2.4.1 Review O&G Lease RequestReviewDeeds, Plans, Legal Description, Etc.from O&G Lease Request Package.

RE-Prop-Mgmt-BA

Manual

RE 5.2.4.2 Send to District for Review and

Approval - Upon acceptance of lease,send to district for review and approval.

RE-Prop-Mgmt-

BA

New

RE 5.2.4.3 Receive District Approval RE-Prop-Mgmt-BA

New

5.2.5 Negotiate Final Terms And Conditions And Execute Lease

All properties owned by ODOT that are approved for Oil & Gas lease will follow this process.

5.2.5 NEGOTIATE FINAL TERMS AND CONDITIONS AND EXECUTE LEASE

5.2.5.1

Review Offer

5.2.5.2

ResearchMarket Data

5.2.5.3

Accept Offer or

Make Counter

Offer

5.2.5.4

Finalize

Agreement And

Draft Lease

5.2.5.5

Send Lease to O&G

for Execution and

Recording



RE 5.2.5.1 Review OfferReview proposed leaseterms and conditions.

RE-Prop-Mgmt-BA

Manual

RE 5.2.5.2 Research Market DataCompareexisting oil & gas lease marketinformation in relation to proposedoffer.

RE-Prop-Mgmt-BA

Manual

RE 5.2.5.3 Accept Offer Or Make Counter Offer RE-Prop-Mgmt-BA

Manual

RE 5.2.5.4 Finalize Agreement And Draft Lease RE-Prop-Mgmt-BA

Required

RE 5.2.5.5 Send Lease To O&G For ExecutionAnd Recording

RE-Prop-Mgmt-BA

Required


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5.2.6 Manage Oil & Gas Lease

All properties owned by ODOT that are suitable for Oil & Gas lease will follow this process.

5.2.6 MANAGE OIL & GAS LEASE

5.2.6.1

Obtain recordedcopy of lease

5.2.6.2Verify Insurance

Certificateconforms to Lease

Agreement

5.2.6.4

Track InitialTerm and

Production

5.2.6.6

Monitor LeaseCompliance

5.2.6.3Receive and

Process BonusPayment

5.2.6.5Track and

process royaltypayments



RE 5.2.6.1 Obtain Recorded Copy Of LeaseO&G required to send a copy of therecorded lease.

RE-Prop-Mgmt-BA

New

RE 5.2.6.2 Verify Insurance Certificate ConformsTo Lease AgreementDistrict or CO

reviews insurance certificate to makesure it complies with lease terms andconditions of the lease.

RE-Prop-Mgmt-BA

Required

RE 5.2.6.3 Receive And Process Bonus PaymentProcess payment received fromO&G. Follow-up on late bonuspayments as necessary.

RE-Prop-Mgmt-BA

Required

RE 5.2.6.4 Track Initial Term And ProductionTrack the initial term as the O&G well isdrilled and then track the time until itgoes into production.

RE-Prop-Mgmt-BA

New

RE 5.2.6.5 Track And Process Royalty Payments

Track and process the monthly O&Gproduction statement in conjunctionwith royalty payment. Follow-up on lateroyalty payments as necessary.

RE-Prop-Mgmt-

BA

Required

RE 5.2.6.6 Monitor Lease ComplianceOngoingmanagement of the lease.

RE-Prop-Mgmt-BA

Manual


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5.3 License Pipeline

Pipeline companies that request the right of way for pipeline occupancy follow this process.

5.3 LICENSE PIPELINE

5.3.1

Receive Request

From Pipeline

Company

5.3.2District Sends

Checklist ToPipeline

Company

5.3.3Pipeline

CompanySubmits License

Package

5.3.4District Reviews And

Approves PipelineLicense Agreement

5.3.5Negotiate And

Execute PipelineLicense Agreement

5.3.6Manage

Pipeline LicenseAgreement



RE 5.3.1 Receive Request From PipelineCompany - Pipeline Company requestslicense rights.

RE-Prop-Mgmt-BA

Manual

RE 5.3.2 District Sends Checklist To PipelineCompany - District sends checklist forPipeline License Package to company.

RE-Prop-Mgmt-BA

Manual

RE 5.3.3Pipeline Company Submits LicensePackage - District receives completedPipeline License Package and recordsbasic information.

RE-Prop-Mgmt-BA New

RE 5.3.4 District Reviews And Approves PipelineLicense AgreementDistrict reviewsDeeds, Plans, Legal Description, Etc.for pipeline license request and worksto approve license.

RE-Prop-Mgmt-BA

See Detail

RE 5.3.5 Negotiate and execute Pipeline LicenseAgreementDistrict works withPipeline Company to negotiate PipelineLicense Terms and Conditions andexecutes the License Agreement.

RE-Prop-Mgmt-BA

See Detail

RE 5.3.6 Manage Pipeline License Agreement -Ensure compliance to license termsand conditions. Receive and processpayments.

RE-Prop-Mgmt-BA

See Detail


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5.3.4 District Reviews And Approves Pipeline License Agreement

District Reviews Pipeline License Package Deeds, Plans, Legal Description, Etc. for Request toLicense Pipeline and works to approve license.

5.3.4 DISTRICT REVIEWS AND APPROVES PIPELINE LICENSE AGREEMENT

5.3.4.1

Review Pipeline

License Request

5.3.4.4

District Reviews

And Approves

5.3.4.5District Notifies

PipelineCompany Of

Decision

5.3.4.2Evaluate

Potential ROWImpact From

Pipeline

5.3.4.3

Conduct Field

Review As

Necessary



RE 5.3.4.1 Review Pipeline License RequestDistrict reviews Pipeline LicensePackage which includes Deeds, Plans,& Legal Description, Etc. to Support the

License Request.

RE-Prop-Mgmt-BA

Manual

RE 5.3.4.2 Evaluate Potential ROW Impact fromPipelineDistrict reviews proposal forROW impacts.

RE-Prop-Mgmt-BA

Manual

RE 5.3.4.3 Conduct Field Review as necessary RE-Prop-Mgmt-BA

Manual

RE 5.3.4.4 District Reviews and Approves RE-Prop-Mgmt-BA

New

RE 5.3.4.5 District Notifies Pipeline Company ofdecision to License.

RE-Prop-Mgmt-BA

New

5.3.5 Negotiate Final Terms And Conditions And Execute Pipeline License AgreementDistrict works with Pipeline Company to negotiate Pipeline License Terms and Conditions andexecutes the License Agreement.

5.3.5 NEGOTIATE FINAL TERMS AND CONDITIONS AND EXECUTE PIPELINE LICENSE AGREEMENT

5.3.5.1District Obtains

Appraisal OfPipelineCorridor

5.3.5.4Finalize

Agreement AndDraft LicenseAgreement

5.3.5.5

Send For

Execution And

Recording

5.3.5.2Approve Pipeline

Plans AndConstructionSpecifications

5.3.5.3

Notify Pipeline

Company Of

Final Agreement



RE 5.3.5.1 District Obtains Appraisal Of PipelineCorridor

RE-Prop-Mgmt-BA

New

RE 5.3.5.2 Approve Pipeline Plans AndConstruction Specifications

RE-Prop-Mgmt-BA

New


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RE 5.3.5.3 Notify Pipeline Company of FinalAgreementDistrict notifies pipelinecompany of final adjustments andannual cost.

RE-Prop-Mgmt-BA

Manual

RE 5.3.5.4 Finalize Agreement And Draft LicenseAgreement

RE-Prop-Mgmt-BA

Manual

RE 5.3.5.5 Send For Execution And RecordingSend License Agreement to PipelineCompany for Execution and Recording.

RE-Prop-Mgmt-BA

New

5.3.6 Manage Pipeline License Agreement

Ensure compliance to license terms and conditions. Receive and process payments.

5.3.6 MANAGE PIPELINE LICENSE AGREEMENT

5.3.6.1

Obtain Recorded

Copy Of License

Agreement

5.3.6.2Verify Insurance

CertificateConforms To

License Agreement

5.3.6.4

Monitor License

Agreement For

Compliance

5.3.6.3Receive And

Process InitialPayment

5.3.6.5

Process Annual

Payment



RE 5.3.6.1 Obtain Recorded Copy Of LicenseAgreement

RE-Prop-Mgmt-BA

New

RE 5.3.6.2 Verify Insurance Certificate Conforms

To License Agreement

RE-Prop-Mgmt-

BA

New

RE 5.3.6.3 Receive And Process Initial Payment RE-Prop-Mgmt-BA

New

RE 5.3.6.4 Monitor License Agreement ForCompliance

RE-Prop-Mgmt-BA

Manual

RE 5.3.6.5 Process Annual Payment RE-Prop-Mgmt-BA

New


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5.4 Dispose of Structure

District follows this procedure to dispose of a structure on ROW property and ensure removal iscompleted.

5.4 DISPOSE OF STRUCTURE

SELL

5.4.1

How Will Structure

Be Disposed?

5.4.6

CommunicateNeed For District

MaintenanceRemoval

5.4.5Communicate

Need To IncludeIn Construction

Plans

5.4.7Communicate

Need For StandAlone Demo

Plans

5.4.4Communicate

Need ForAsbestos

Abatement

5.4.3

CoordinateAsbestos Testing

As Necessary

DEMOLISH

5.4.2

Sell Structure

DEMOLISH

5.4.8Donate To

GovernmentalAgency



RE 5.4.1 How will structure be Disposed?Based on age, condition, and projecttiming; decide if the structure will besold or demolished.

RE-Prop-Mgmt-BA

Manual

RE 5.4.2 Sell StructureDistrict will proceedwith sale of structure to be removedfrom ROW Property.

RE-Prop-Mgmt-BA

See Detail

RE 5.4.3 Coordinate Asbestos Testing asNecessaryEvery structure needs tobe tested for Asbestos prior todemolition.

RE-Prop-Mgmt-BA

Required

RE 5.4.4 Communicate Need For AsbestosAbatementNotify District constructionproject manager of need to abateAsbestos.

RE-Prop-Mgmt-BA

New


21/41





RE 5.4.5 Communicate Need to Include inConstruction Plan - Notify Districtconstruction project manager of needto Demolish structure(s) as a 202

removal item in the projectsconstruction plans.

RE-Prop-Mgmt-BA

New

RE 5.4.6 Communicate need for DistrictMaintenance Removal - Notify DistrictMaintenance staff of need to demolishstructure.

RE-Prop-Mgmt-BA

New

RE 5.4.7 Communicate need for Stand AloneDemo Plans - Notify Districtconstruction project manager of needto Demolish structure(s) via a set ofstand-alone demolition project plans.

RE-Prop-Mgmt-BA

New

RE 5.4.8 Donate to Governmental Agency

Local government agency, like Fire orPolice Department will request to usestructure for training purposes. Onoccasion there is a request to salvagematerial prior to demolition.

RE-Prop-Mgmt-

BA

See Detail

5.4.2 Sell Structure

District follows this procedure to sell a structure on ROW property and ensure removal iscompleted.

5.4.2 SELL STRUCTURE

5.4.2.3Post Ad On

Website & Run

Newspaper Ad

5.4.2.2Advertise

Based On FMVE=> $1,000

YES

5.4.2.4

Post Ad On

Website

NO

5.4.2.1

Create List Of

Structures And

Plans

5.4.2.5

Receive And

Open Bids Then

Award Sale

5.4.2.6

Issue Letter

Of Award

5.4.2.9Release

PerformanceGuarantee AsAppropriate

5.4.2.8

Manage

Removal

Process

5.4.2.7

Collect

Performance

Guarantee

ID DescriptionRequirements

Source


RE 5.4.2.1 Create List Of Structures And PlansCreate a list of all structures for saleand plans for project.

RE-Prop-Mgmt-BA

Manual

RE 5.4.2.2 Advertise Based On FMVE => $1,000Select method of advertisement for saleof structure based on FMVE beinggreater than or equal to the thresholdamount for newspaper advertising.

RE-Prop-Mgmt-BA


22/41





RE 5.4.2.3 Post Ad on Website & Run NewspaperAdPost ad on website & runnewspaper ad at least thepredetermined number of days that

Structure Sales with FMVE greater thanor equal to the threshold amount fornewspaper advertising need advertisedprior to sale.

RE-Prop-Mgmt-BA

Requiredand New

RE 5.4.2.4 Post Ad On WebsitePostadvertisement on website at least thepredetermined number of daysStructure Sales with FMVE less thanthe threshold amount for newspaperadvertising need advertised prior tosale.

RE-Prop-Mgmt-BA

New

RE 5.4.2.5 Receive And Open Bids Then AwardSale.

RE-Prop-Mgmt-BA

New

RE 5.4.2.6 Issue Letter of Award - Letter of award(or sale agreement) is sent to allBidders to notify them of the SaleAward.

RE-Prop-Mgmt-BA

New

RE 5.4.2.7 Collect Performance GuaranteeCollect performance guarantee which isa deposit required to insure compliancewith sale agreement.

RE-Prop-Mgmt-BA

New

RE 5.4.2.8 Manage Removal Process RE-Prop-Mgmt-BA

Manual

RE 5.4.2.9 Release Performance Guarantee As

Appropriate

RE-Prop-Mgmt-

BA

New


23/41



5.4.8 Donate to Governmental Agency

District follows this procedure to donate structure on ROW property to a government agency,such as fire department or police department; and ensure removal is completed.

5.4.8 DONATE TO GOVERNMENTAL AGENCY

5.4.8.1

District Receives

Request From

Governmental Agency

5.4.8.2

District Reviews

And Approves

Request

5.4.8.3

District Issues Letter Of

Award For Removal

Without Cost

5.4.8.4

Collect Performance

Guarantee As

Necessary

5.4.8.5

Monitor Removal for

Compliance to Terms

and Conditions

5.4.8.6

Return Performance

Guarantee as

Appropriate



RE 5.4.8.1 District Receives Request FromGovernmental Agency - DistrictReceives Request From GovernmentalAgency wanting to receive a Structurefor less than FMVE or as a Donation.

RE-Prop-Mgmt-BA

Manual

RE 5.4.8.2 District Reviews and Approves Request RE-Prop-Mgmt-BA

New

RE 5.4.8.3 District Issues Letter of Award forRemoval without Cost

RE-Prop-Mgmt-BA

New

RE 5.4.8.4 Collect Performance Guarantee asNecessary

RE-Prop-Mgmt-BA

Manual

RE 5.4.8.5 Monitor Removal for Compliance toTerms and Conditions

RE-Prop-Mgmt-BA

New

RE 5.4.8.6 Return Performance Guarantee asAppropriate

RE-Prop-Mgmt-BA

New


24/41



5.5 Dispose of Excess Land

District follows this procedure to dispose of excess land.

5.5 DISPOSE OF EXCESS LAND

5.5.3

Public Sale or

Government Sale or

Transfer?

PUBLIC SALE

5.5.4Public Auction

or DirectSale?

PUBLIC AUCTION

GOVERNMENT

SALE OR

TRANSFER

5.5.7

Government

Sale Or Transfer

5.5.5

Conduct PublicAuction

5.5.6

Coordinate

Direct SaleDIRECT SALE

5.5.1

District Receives

Request For

Land Disposal

5.5.2Review And

Approve LandDisposal



RE 5.5.1 District Receives Request For ExcessLand Disposal

RE-Prop-Mgmt-BA

Manual

RE 5.5.2 Review And Approve Land DisposalDistrict reviews and approves proposedland disposal sale, conducts anappraisal, and coordinates with othergovernment agencies as necessary. IfFederal Money is Involved, obtain

Federal Highway Approval.

RE-Prop-Mgmt-BA

See Detail

RE 5.5.3 Public Sale or Government Sale orTransfer?Determine which method ofland disposal is appropriate; publicsale, government sale, or governmenttransfer.

RE-Prop-Mgmt-BA

Manual

RE 5.5.4 Public Auction or Direct Sale?Forpublic sales, determine if a publicauction or direct sale will be used.

RE-Prop-Mgmt-BA

Manual

RE 5.5.5 Conduct Public AuctionSelect anAuctioneer, advertise auction, monitorauction, and complete sale and closingon land to be disposed.

RE-Prop-Mgmt-BA

See Detail


25/41





RE 5.5.6 Coordinate Direct SaleDetermineoffer and mail to abutting owner(s). Ifthere is one abutting owner, receive thesigned purchase contract with deposit.

If there are multiple abutting owners,conduct a sealed bid auction, awardsale, and notify all bidders. Completesale and closing on land to bedisposed.

RE-Prop-Mgmt-BA

See Detail

RE 5.5.7 Government Sale or TransferCoordinate sale or transfer of excessland to local government agency, likeMunicipalities, Counties, and otherState or Federal Agencies.

RE-Prop-Mgmt-BA

See Detail


26/41



5.5.2 Review and Approve Land Disposal

District reviews and approves proposed land disposal sale, conducts an appraisal, andcoordinates with other government agencies as necessary. If Federal Money is involved, obtainFederal Highway Approval.

5.5.2 REVIEW AND APPROVE LAND DISPOSAL

5.5.2.1

Conduct District

Review And

Approval

5.5.2.5

Is Federal Money

Involved?YES

5.5.2.6

Obtain Federal

Highway

Approval

5.5.2.3

Coordinate With

Facilities As

Necessary

5.5.2.4

Coordinate With

ODNR As

Necessary

5.5.2.2

Perform 2.0

Appraisal

NOTHING

NO



RE 5.5.2.1 Conduct District Review andApprovalDistrict reviewsproposed land disposal saleand approves as indicated byreview.

RE-Prop-Mgmt-BA

Manual

RE 5.5.2.2 Perform 2.0 AppraisalConduct an appraisal using thesame methods outlined in RE-SynergyAcquisitiondocument.

RE-Prop-Mgmt-BA

See Detail

RE 5.5.2.3 Coordinate with Facilities asNecessaryWork with facilitieson disposal of land.

RE-Prop-Mgmt-BA

Manual

RE 5.5.2.4 Coordinate with ODNR asNecessaryWork with ODNRon disposal of land asnecessary.

RE-Prop-Mgmt-BA

New

RE 5.5.2.5 Is Federal Money Involved?Determine if federal money isinvolved.

RE-Prop-Mgmt-BA

RE 5.5.2.6 Obtain Federal HighwayApprovalWork with FHWA toobtain approval on disposal ofland if Federal Money isinvolved.

RE-Prop-Mgmt-BA

Required


27/41



5.5.5 Conduct Public Auction

Select an Auctioneer, advertise auction, monitor auction, and complete sale and closing on landto be disposed.

5.5.5 CONDUCT PUBLIC AUCTION

5.5.5.1

Advertise Public

Auction

5.5.5.2

Choose Staff Or

Consultant For

Auctioneer

5.5.5.3

Conduct Auction

5.5.5.5Process Closing

With GovernorsDeed

5.5.5.4

Prepare Sale

Package



RE 5.5.5.1 Advertise Public AuctionAdvertisePublic Auction according to existingpolicy and laws.

RE-Prop-Mgmt-BA New andRequired

RE 5.5.5.2 Choose Staff or Consultant forAuctioneer

RE-Prop-Mgmt-BA New

RE5.5.5.3 Conduct Auction RE-Prop-Mgmt-BA New

RE 5.5.5.4 Prepare Sale PackagePrepare allclosing documents for sale and requestGovernors Deed.


RE 5.5.5.5 Process Closing with Governors DeedDistrict conducts closing, processespayment, and conveys GovernorsDeed. Buyer records deed andsupplies District with a copy of therecorded deed. District updates the

plans and inventory to reflect the sale.


5.5.5.4 Prepare Sale Package

Prepare all closing documents for sale and request Governors Deed.

5.5.5.4 PREPARE SALE PACKAGE

5.5.5.4.1

Process Down

Payment

Deposit

5.5.5.4.2

Prepare

Chronology Of

Events

5.5.5.4.3

Send Sale

Package And

Request Deed

5.5.5.4.4Receive

ExecutedGovernors

Deed



RE 5.5.5.4.1 Process Down Payment Deposit RE-Prop-Mgmt-BA

Required

RE 5.5.5.4.2 Prepare Chronology of EventsDistrict prepares Chronology of Eventswhich is a summary of all activities inconjunction with the auction.

RE-Prop-Mgmt-BA

New


28/41





RE 5.5.5.4.3 Send Sale Package And Request DeedSend Sale Package to Auditor of Stateand Request Governors Deed.

RE-Prop-Mgmt-BA

New

RE 5.5.5.4.4 Receive Executed Governors Deed RE-Prop-Mgmt-BA

New

5.5.5.5 Process Closing with Governors Deed

Conduct closing, process payment, convey Governors Deed, Buyer records deed and suppliesDistrict with a copy of the recorded deed. District updates the plans and inventory to reflect thesale.

5.5.5.5 PROCESS CLOSING WITH GOVERNORS DEED

5.5.5.5.1

Conduct Closing

And ConveyDeed

5.5.5.5.3

Buyer Records

Deed

5.5.5.5.5District Updates

Plans And

Inventory ToReflect Sale

5.5.5.5.4District

Receives Copy

Of RecordedInstrument

5.5.5.5.2Payment

Received And

Processed



RE 5.5.5.5.1 Conduct Closing And Convey Deed RE-Prop-Mgmt-BA

Manual

RE 5.5.5.5.2 Payment Received And ProcessedDistrict receives payment at closing andsends check and RE24-1 to Accountingand copies CO on RE24-1.

RE-Prop-Mgmt-BA

See Detail

Required

RE 5.5.5.5.3 Buyer Records Deed RE-Prop-Mgmt-BA

Manual

RE 5.5.5.5.4 District Receives Copy Of RecordedInstrument

RE-Prop-Mgmt-BA

Required

RE 5.5.5.5.5 District Updates Plans And InventoryTo Reflect Sale

RE-Prop-Mgmt-BA

Manual


29/41



5.5.5.5.2 Payment Received And Processed

District receives payment at closing and sends check and RE24-1 to Accounting and copies COon RE24-1.

5.5.5.5.2 PAYMENT RECEIVED AND PROCESSED

5.5.5.5.2.1

Receive

Payment From

Closing

5.5.5.5.2.3Send Form To

CO

5.5.5.5.2.2Complete

MiscellaneousReceipts Form

(RE24-1)

5.5.5.5.2.4Update MasterInventory List

RE24-1 is used to Report Quarterly excess

land disposals for accounting to prepare the

GASB-34 Report.

Miscellaneous

Receipts Form

RE24-1



RE5.5.5.5.2.1

Receive Payment from Closing RE-Synergy-BA Manual

RE5.5.5.5.2.2

Complete Miscellaneous ReceiptsForm (RE24-1)

RE-Synergy-BA See Detail

Required

RE5.5.5.5.2.3

Send Form to CO RE-Synergy-BA Manual

RE5.5.5.5.2.4

Update Master Inventory ListRemoveexcess land that was sold from ODOT sMaster Inventory List.

RE-Synergy-BA Required


30/41



5.5.6 Coordinate Direct Sale

Determine offer and mail to abutting owner(s). If there is one abutting owner, receive the signedpurchase contract with deposit. If there are multiple abutting owners, conduct a sealed bidauction, award sale, and notify all bidders. Complete sale and closing on land to be disposed.

5.5.6 COORDINATE DIRECT SALE

NOTE FOR DIRECT SALE: Can only be conducted if the appraised value is $20,000 or less, and the Process is dictated by

the number of abutting owners [ORC 5501.34(C)]

5.5.6.1How ManyAbuttingOwners?

5.5.6.2

Send Offer

Letter By

Registered Mail

ONE

5.5.6.4

Conduct SealedBid Auction

TWO

OrMore

5.5.6.3

Receive Signed

Purchase Contract

And Deposit

5.5.6.5

Notify All

Bidders Of

Results

5.5.5.5Process Closing

With Governors

Deed

5.5.5.4

Prepare Sale

Package



RE 5.5.6.1 How Many Abutting Owners? RE-Prop-Mgmt-

BARE 5.5.6.2 Send Offer Letter by Registered Mail RE-Prop-Mgmt-

BANew

RE 5.5.6.3 Receive signed purchase contract anddeposit

RE-Prop-Mgmt-BA

Required

RE 5.5.6.4 Conduct Sealed Bid Auction RE-Prop-Mgmt-BA

New

RE 5.5.6.5 Notify All Bidders of Results RE-Prop-Mgmt-BA

New


31/41



5.5.7 Government Sale or Transfer

Coordinate sale or transfer of excess land to local government agency, like Parks Department,Municipalities, or Subdivisions.

5.5.7 GOVERNMENT SALE OR TRANSFER

5.5.7.2

CO Approves

Disposal For

Less Than FMVE

5.5.7.3

Execute

Contract Of

Purchase

5.5.7.4

Create

Directors Deed

5.5.7.1Offer < FMVE

?

< FMVE

=> FMVE

5.5.7.5

Execute

Contract Of

Purchase

5.5.7.6

Create

Directors Deed

5.5.7.7Process ClosingWith Directors

Deed



RE 5.5.7.1 Offer < FMVE? - Is the offer less thanfull FMVE?

RE-Prop-Mgmt-BA

RE 5.5.7.2 CO Approves Disposal for Less thanFMVE

RE-Prop-Mgmt-BA New

RE 5.5.7.3 Execute Contract of Purchase RE-Prop-Mgmt-BA New

RE 5.5.7.4 Create Directors Deed RE-Prop-Mgmt-BA New

RE 5.5.7.5 Execute Contract of Purchase RE-Prop-Mgmt-BA New

RE 5.5.7.6 Create Directors Deed RE-Prop-Mgmt-BA New

RE 5.5.7.7 Process Closing with Directors DeedDistrict conducts closing, processespayment, and conveys DirectorsDeed. Buyer records deed andsupplies District with a copy of therecorded deed. District updates theplans and inventory to reflect the sale.



32/41



5.5.7.7 Process Closing with Directors Deed

District conducts closing, processes payment, and conveys Directors Deed. Buyer recordsdeed and supplies District with a copy of the recorded deed. District updates the plans andinventory to reflect the sale.

5.5.7.7 PROCESS CLOSING WITH DIRECTORS DEED

5.5.7.7.1

Conduct Closing

And Convey

Deed

5.5.7.7.2

Payment

Received And

Processed

5.5.7.7.3

Buyer Records

Deed

5.5.7.7.5District Updates

Plans AndInventory ToReflect Sale

5.5.7.7.4District

Receives CopyOf RecordedInstrument



RE 5.5.7.7.1 Conduct Closing And Convey Deed RE-Prop-Mgmt-BA Manual

RE 5.5.7.7.2 Payment Received And Processed RE-Prop-Mgmt-BA Required

RE 5.5.7.7.3 Buyer Records Deed RE-Prop-Mgmt-BA Manual

RE 5.5.7.7.4 District Receives Copy Of RecordedInstrument

RE-Prop-Mgmt-BA New

RE 5.5.7.7.5 District Updates Plans And InventoryTo Reflect Sale

RE-Prop-Mgmt-BA Manual


33/41



5.6 Vacate Roadway

District follows this process on roadway that is to be removed from service.

5.6 VACATE ROADWAY

5.6.6

Process Claim

5.6.7

Finalize RoadwayVacation

5.6.1

Request Received

From Abutting Or

Underlying Owner

5.6.8Perform 5.8ExtinguishEasement

YES

5.6.3

Negative Impact

On Abutting

Owner?

NO5.6.2

District

Determines To

Vacate Roadway

5.6.5

Is there aClaim?

YES

NO

5.6.4

Notice To AbuttingOwners

ID Description RequirementsSource Priority Change? Feature

RE 5.6.1 Request received from Abutting orunderlying Owner

RE-Prop-Mgmt-BA

Manual

RE 5.6.2 District Determines to VacateRoadway

RE-Prop-Mgmt-BA

Manual

RE 5.6.3 Negative Impact On Abutting Owner?Determine if there will be negativeimpact on the abutting owners.

RE-Prop-Mgmt-BA

RE 5.6.4 Notice to abutting ownersDistrictgives notice of Roadway to beremoved from service through certified

mail and advertisement.

RE-Prop-Mgmt-BA

See Detail

RE 5.6.5 Is there a Claim?If claims arereceived they will need to beprocessed.

RE-Prop-Mgmt-BA

RE 5.6.6 Process ClaimDistrict examinesclaim and follows acquisition processfor appraisal, relocation, negotiation,and parcel possession to settle claim

RE-Prop-Mgmt-BA

See Detail

RE 5.6.7 Finalize Roadway Vacation - Districtterminates roadway by finalizing theinstrument, recording the instrument,and updating the plans and inventory

to reflect the roadway removed fromservice

RE-Prop-Mgmt-BA

See Detail

RE 5.6.8 Perform 5.8 Extinguish Easement RE-Prop-Mgmt-BA

See Detail


34/41



5.6.4 Notice To Abutting Owners

District gives notice of Roadway to be removed from service through certified mail andadvertisement.

5.6.4 NOTICE TO ABUTTING OWNERS

5.6.4.1

Notice To

Vacate

5.6.4.2

Notice To

Vacate Sent By

Certified Mail

5.6.4.3

Advertise Notice

To Vacate



RE 5.6.4.1 Notice To VacatePrepare notice tovacate.


RE 5.6.4.2 Notice To Vacate Sent By Certified

MailNotice sent by certified mail toAbutting owners and ODNR.

RE-Prop-Mgmt-BA New

RE 5.6.4.3 Advertise Notice to VacateAdvertiseNotice to Vacate two consecutiveWeeks Ending 20 days prior byNewspaper.

RE-Prop-Mgmt-BA New

5.6.6 Process Claim

District examines claim and follows acquisition process for appraisal, relocation, negotiation,and parcel possession to settle claim.

5.6.6 PROCESS CLAIM

5.6.6.1

District Records

And Examines

Claim

5.6.6.2

Perform 2.0

Appraisal

5.6.6.7

Complete

Settlement And

Release Claims5.6.6.9

Process

Payment Of

Funds

5.6.6.6

Is Settlement

Negotiated?

YES

NO

5.6.6.4Perform 1.7NegotiatePurchase

5.6.6.5Perform 1.8

Obtain ParcelPossession

5.6.6.8Perform 1.11 TrackPost Certification

Activities As Needed

5.6.6.3

Perform 3.0

Relocation



RE 5.6.6.1 District Records And Examines Claim -Receive and log claim for damages andevaluate claim.

RE-Prop-Mgmt-BA

New


35/41





RE 5.6.6.2 Perform 2.0 Appraisal - Conduct anappraisal using the same methodsoutlined in RE-SynergyAcquisitiondocument.

RE-Prop-Mgmt-BA

SeeDetail

RE 5.6.6.3 Perform 3.0 RelocationConduct fullrelocation using the same methodsoutlined in RE-SynergyRelocationdocument.

RE-Prop-Mgmt-BA

SeeDetail

RE 5.6.6.4 Perform 1.7 Negotiate PurchaseConduct full negotiations using thesame methods outlined in RE-SynergyAcquisition document.

RE-Prop-Mgmt-BA

SeeDetail

RE 5.6.6.5 Perform 1.8 Obtain Parcel PossessionConduct parcel possession using thesame methods outlined in RE-SynergyAcquisition document.

RE-Prop-Mgmt-BA

SeeDetail

RE 5.6.6.6 Is Settlement Negotiated?Determineif negotiations are settled prior toproceeding.

RE-Prop-Mgmt-BA

RE 5.6.6.7 Complete Settlement and ReleaseClaims

RE-Prop-Mgmt-BA

New

RE 5.6.6.8 Perform 1.11 Track Post CertificationActivities As Necessary using the samemethods outlined in RE-SynergyAcquisition document.

RE-Prop-Mgmt-BA

SeeDetail

RE 5.6.6.9 Process Payment of FundsGo to RE6.4 Generate Warrant For PaymentsOwed as outlined in SRS-Synergy-

Fiscal document.

RE-Prop-Mgmt-BA

Required


36/41



5.6.7 Finalize Roadway Vacation

District terminates roadway by finalizing the instrument, recording the instrument, and updatingthe plans and inventory to reflect the roadway removed from service.

5.6.7 FINALIZE ROADWAY VACATION

5.6.7.4District Updates

Plans And InventoryTo Reflect Vacated

Roadway

5.6.7.1

Finalize Vacated

Roadway

Instrument

5.6.7.2

Record Vacated

Roadway

Instrument

5.6.7.3Send Copy Of

RecordedInstrument To

Abutting Owners



RE 5.6.7.1 Finalize Vacated Roadway Instrument RE-Prop-Mgmt-BA

Manual

RE 5.6.7.2 Record Vacated Roadway Instrument RE-Prop-Mgmt-

BA

New

RE 5.6.7.3 Send copy of Recorded instrument toAbutting Owners

RE-Prop-Mgmt-BA

New

RE 5.6.7.4 District updates plans and inventory toreflect Vacated Roadway

RE-Prop-Mgmt-BA

Manual


37/41



5.7 Modify Limited Access

District reviews and approves access modification.

5.7 MODIFY LIMITED ACCESS

5.7.1.Request Received

From Abutting

Owners

5.7.2Determine

Existing Access

Rights

5.7.3District Reviews

And Approves

5.7.4Finalize Access

Modification



RE 5.7.1. Request Received From AbuttingOwnersDistrict receives a requestfor change in property access from anowner with property that abuts existingROW.


RE 5.7.2 Determine Existing Access RightsResearch the deeds, easements, andrestrictions for the property access.


RE 5.7.3 District Reviews And ApprovesReview and approve the AccessModification Request.

RE-Prop-Mgmt-BA SeeDetail

RE 5.7.4 Finalize Access ModificationDistrictfinalizes access modification. Buyerrecords the instrument and provides acopy of the recorded instrument to theDistrict. District updates the plans andinventory to reflect the access

modification.

RE-Prop-Mgmt-BA SeeDetail


38/41



5.7.3 District Reviews and Approves

Review and approve the Access Modification Request.

5.7.3 DISTRICT REVIEWS AND APPROVES

5.7.3.1

Conduct District

Review And

Approval

5.7.3.3

Is Federal Money

Involved?

YES

5.7.3.2

Perform 2.0

Appraisal

5.7.3.4

FHWA Reviews

And Approves

As Necessary

NOTHING

NO

ID Description RequirementsSource Priority

Change?

Feature

RE 5.7.3.1 Conduct District Review and Approval RE-Prop-Mgmt-BA Manual

RE 5.7.3.2 Perform 2.0 Appraisal - Conduct anappraisal using the same methodsoutlined in RE-SynergyAppraisaldocument.


RE 5.7.3.3 Is Federal Money involved? RE-Prop-Mgmt-BA

RE 5.7.3.4 FHWA Reviews and Approves AsNecessary

RE-Prop-Mgmt-BA New


39/41



5.7.4 Finalize Access Modification

District finalizes access modification. Buyer records the instrument and provides a copy of therecorded instrument to the District. District updates the plans and inventory to reflect theaccess modification.

5.7.4 FINALIZE ACCESS MODIFICATION

5.7.4.5

Buyer Records

Instrument

5.7.4.7

District Updates Plans

& Inventory With

Access Modification

5.7.4.1

Notify Owner Of

Terms And

Conditions

5.7.4.3

Prepare Grant

Of Access

Instrument

5.7.4.2

Is Offer Accepted? YES

5.7.4.8

Make Note And

Close File

NO

5.7.4.4

Conduct Closing5.7.4.6

District Receives

Copy Of Recorded

Instrument



RE 5.7.4.1 Notify Owner of Terms and Conditions RE-Prop-Mgmt-BA Manual

RE 5.7.4.2 Is Offer Accepted? RE-Prop-Mgmt-BA

RE 5.7.4.3 Prepare Grant of Access Instrument RE-Prop-Mgmt-BA Manual

RE 5.7.4.4 Conduct Closing - District closes withproperty owner for granted accessmodification.


RE 5.7.4.5 Buyer Records Instrument RE-Prop-Mgmt-BA Manual

RE 5.7.4.6 District Receives Copy Of RecordedInstrument

RE-Prop-Mgmt-BA New

RE 5.7.4.7 District Updates Plans & InventoryWith Access Modification


RE 5.7.4.8 Make Note and Close File RE-Prop-Mgmt-BA New


40/41



5.7.4.4 Conduct Closing

District closes with property owner for granted access modification.

5.7.4.4 CONDUCT CLOSING

5.7.4.4.2Receive

Payment

5.7.4.4.4Convey

Instrument

5.7.4.4.5Issue Maintenance

Permit

5.7.4.4.3Process

Payment

5.7.4.4.1Is Access Payment

Required?YES

NO



RE 5.7.4.4.1 Is Access Payment Required?Doterms and conditions of accessmodification include payment from

buyer?

RE-Prop-Mgmt-BA

RE 5.7.4.4.2 Receive PaymentReceive paymentat closing on Access Modification.

RE-Prop-Mgmt-BA Required

RE 5.7.4.4.3 Process Payment RE-Prop-Mgmt-BA Required

RE 5.7.4.4.4 Convey InstrumentFinalize Permitto Convey Property associated withAccess Modification.

RE-Prop-Mgmt-BA New

RE 5.7.4.4.5 Issue Maintenance PermitIssueupdated maintenance permit andconstruction instructions to owner.

RE-Prop-Mgmt-BA New


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5.8 Extinguish Easement

District follows this process when excess easement controlled ROW is transferred to theunderlying owner.

5.8 EXTINGUISH EASEMENT

5.8.1

Request Received

From Underlying

Owner

5.8.4

FHWA Reviews

And Approves

5.8.3

District Reviews

And Approves

5.8.9

Perform 5.6

Vacate Roadway

NO

5.8.2

Will Extinguishment

Negatively Impact

An Abutting

Owner?

YES

5.8.6

Underlying

Owner Records

Instrument

5.8.8

District Updates

Plans &

Inventory

5.8.7

District Receives

Copy Of Recorded

Instrument

5.8.5

Prepare

Extinguishment

Instrument And

Send To Owner



RE 5.8.1 Request Received From UnderlyingOwner


RE 5.8.2 Will Extinguishment Negatively ImpactAn Abutting Owner?Evaluate the realand financial impacts of theextinguished easement.

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RE 5.8.3 District Reviews And ApprovesDistrict reviews and approves the

easement extinguishment.


RE 5.8.4 FHWA Reviews And ApprovesIfFederal lands are involved, FHWAreviews and approves easementextinguishment.

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RE 5.8.5 Prepare Extinguishment InstrumentAnd Send To Owner

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RE 5.8.6 Underlying Owner Records Instrument RE-Prop-Mgmt-BA Manual

RE 5.8.7 District Receives Copy Of RecordedInstrument

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RE 5.8.8 District Updates Plans & Inventory

District updates plans & inventory witheasement extinguishment.


RE 5.8.9 Perform 5.6 Vacate Roadway RE-Prop-Mgmt-BA Manual