WisDOT Geodetic Surveys Unit 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

Summary of Plat Errors Summary of Plat Errors Best Practices Background Best Practices Background Best Practices Subjects & Recommendations Best Practices Subjects & Recommendations Best Practices – SE Region Best Practices – SE Region Plat Development Process – NE Region Plat Development Process – NE Region “Lessons Learned” “Lessons Learned” Questions and Answers Questions and Answers Discussion Points 2

WisDOT Geodetic Surveys Unit 3

Types of Errors Which Cause Amended Plats Utility Issues Strategies for Reducing Plat Changes 1. Compensability 2. Add/Remove Utility Parcel 3. Add Pedestal or Pole Design/Acquisition Issues 1. Add/Remove Parcels 2. Change Acquisitions – Fee, TLE, PLE, AR, HE 3. Scope Changes 4. Fast Track Projects Other Issues 1. Errors in Schedule 2. Errors in Legal Description 3. Section Corner Coordinate Errors 4. Ownership Changes 5. Boundary Errors 4

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 Best Practices Committee To Reduce Late Design Changes 5

WisDOT Geodetic Surveys Unit 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

9 OWNERSHIP INFORMATION SHEET

10 Best Practices for Reducing Plat Changes

Goal: Reduce number of plat revisions for parcels from 50% to 15% Problem: Input to project development process is not always timely. Solutions: 1.Get more timely input and establish realistic individual acquisition project schedules at or before 60% review meeting. project schedules at or before 60% review meeting. 2. The following 30% plan content will be ready at 30% review meeting. meeting. Title SheetTitle Sheet Typical Section SheetTypical Section Sheet Horizontal AlignmentsHorizontal Alignments Vertical AlignmentsVertical Alignments Cross Section SheetsCross Section Sheets Best Practices to Reduce Design & Plat Changes (SE Region) 11

Goal: Reduce number of plat revisions for parcels from 50% to 15%. 3.For the 60% project review, refer to FDM 15-1 Attachment 4.1Checklist. Six key items will be reviewed. Typical Sections SheetTypical Sections Sheet Intersection geometrics, esp. signalizedIntersection geometrics, esp. signalized Construction Staging PlanConstruction Staging Plan Final AlignmentFinal Alignment Drainage PlanDrainage Plan Cross section sheetsCross section sheets 4.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. 5.If a property owner does not attend POM, a representative from Real Estate will contact them by letter. Best Practices to Reduce Design & Plat Changes (SE Region) 12

Real Estate Guide to Transportation Project Plats Plat Appraisal Date 1.Date is a reference for appraisers to note version of plat used to appraise a particular parcel. 2.Date is located outside plat sheet border. 3.Date will be revised whenever changes in interest are made to plat sheet prior to Relocation Order approval date. 4.Region should copy appropriate, unrecorded plat sheet(s) to appraiser (and reviewer) as soon as possible. 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. Sending TPP sheet 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 explains methods for modifying the plat. 13

Key Elements for Success: Key Elements for Success: PDS and Real Estate Project Managers and Plat Coordinator working togetherPDS and Real Estate Project Managers and Plat Coordinator working together Identifying schedule and risks early in project development processIdentifying schedule and risks early in project development process Setting up reoccurring coordination meetings or on- need basisSetting up reoccurring coordination meetings or on- need basis Being flexible toward accommodating team member’s needsBeing flexible toward accommodating team member’s needs Region sections available for consultation and inputRegion sections available for consultation and input All plat review team members actively engaged in processAll plat review team members actively engaged in process Plat Development Process - NE Region 14

Typical Overall Project Timeframes: Typical Overall Project Timeframes: Small Project with Real Estate - 52 monthsSmall Project with Real Estate - 52 months Medium Project with Real Estate - 65 monthsMedium Project with Real Estate - 65 months Large Project with Real Estate - 78 monthsLarge Project with Real Estate - 78 months o Timeframes include PMP Load Meeting to Final PS&E Submittal o Includes 3 months (small project) to 9 months (large project) timeframe for title searches early in project - may be condensed o Includes 12 months (small project) to 20 months (large project) timeframe for completing from 30% to 60% design Plat Development Process - NE Region 15

Typical Plat Development Timeframes: Typical Plat Development Timeframes: Pre-Final PlatPre-Final Plat o Small Plat - 5 months o Medium Plat - 8 months o Large Plat - 10 months o Includes time for plat review meeting Final PlatFinal Plat o Small/Medium Plat - 4 months o Large Plat - 8 months o 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 Plat Development Process - NE Region 16

Typical Real Estate Acquisition Timeframes: Typical Real Estate Acquisition Timeframes: Small - 12 monthsSmall - 12 months Medium - 18 monthsMedium - 18 months Large - 24 monthsLarge - 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 Plat Development Process - NE Region 17

Key Elements for Success by PDS Project Manager: Key Elements for Success by PDS Project Manager: Develop accurate slope intercepts. Use widest SI footprint for staged constructionDevelop accurate slope intercepts. Use widest SI footprint for staged construction Sit down with plat developer to describe right of way needsSit down with plat developer to describe right of way needs Consider utility relocation needs when laying out right of wayConsider utility relocation needs when laying out right of way Address all access needs and restrictions, including alterations to existing accessAddress all access needs and restrictions, including alterations to existing access Seek consultation from other sections (i.e., Maintenance, Planning) for access needsSeek consultation from other sections (i.e., Maintenance, Planning) for access needs Attain property owner comment prior to setting final platAttain property owner comment prior to setting final plat Plat Development Process - NE Region 18

On projects with a tight schedule, identify and acquire parcels where utilities need to be relocatedOn projects with a tight schedule, identify and acquire parcels where utilities need to be relocated Know when to limit negotiationsKnow when to limit negotiations JO is not necessarily a bad thingJO is not necessarily a bad thing Acquire excess R/W where schedule is tightAcquire excess R/W where schedule is tight PDS coordination with plat developersPDS coordination with plat developers Too much time/too little timeToo much time/too little time Continue R/W staking prior to negotiationsContinue R/W staking prior to negotiations Dialogue with property ownersDialogue with property owners Know the process and the playersKnow the process and the players “Lessons Learned” 19

WisDOT Geodetic Surveys Unit 20 For Further Guidance: See Chapter 12/Facilities Development Manual See Real Estate Program Manual

WisDOT Geodetic Surveys Unit 21 Questions ? ? ? ? ? ? ? ? ? ? ? ?

WisDOT Geodetic Surveys Unit 22 Thank You! Rodney Key, R.L.S. Robert Duffeck, R.L.S. Paul Vraney, P.E.