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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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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
Priority Change? Feature
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
Priority Change? Feature
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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ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID Description RequirementsSource
Priority Change? Feature
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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ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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ID DescriptionRequirementsSource
Priority Change? Feature
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
Priority Change? Feature
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
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ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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-Prop-Mgmt-BA See Detail
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.
RE-Prop-Mgmt-BA See Detail
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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.
RE-Prop-Mgmt-BA See Detail
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
RE 5.6.4.1 Notice To VacatePrepare notice tovacate.
RE-Prop-Mgmt-BA Manual
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
ID Description RequirementsSource
Priority Change? Feature
RE 5.6.6.1 District Records And Examines Claim -Receive and log claim for damages andevaluate claim.
RE-Prop-Mgmt-BA
New
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ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
RE 5.7.1. Request Received From AbuttingOwnersDistrict receives a requestfor change in property access from anowner with property that abuts existingROW.
RE-Prop-Mgmt-BA Manual
RE 5.7.2 Determine Existing Access RightsResearch the deeds, easements, andrestrictions for the property access.
RE-Prop-Mgmt-BA Manual
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
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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-Prop-Mgmt-BA See Detail
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
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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-Prop-Mgmt-BA See Detail
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-Prop-Mgmt-BA Manual
RE 5.7.4.8 Make Note and Close File RE-Prop-Mgmt-BA New
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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
ID DescriptionRequirementsSource
Priority Change? Feature
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
ID DescriptionRequirementsSource
Priority Change? Feature
RE 5.8.1 Request Received From UnderlyingOwner
RE-Prop-Mgmt-BA Manual
RE 5.8.2 Will Extinguishment Negatively ImpactAn Abutting Owner?Evaluate the realand financial impacts of theextinguished easement.
RE-Prop-Mgmt-BA
RE 5.8.3 District Reviews And ApprovesDistrict reviews and approves the
easement extinguishment.
RE-Prop-Mgmt-BA Manual
RE 5.8.4 FHWA Reviews And ApprovesIfFederal lands are involved, FHWAreviews and approves easementextinguishment.
RE-Prop-Mgmt-BA Required
RE 5.8.5 Prepare Extinguishment InstrumentAnd Send To Owner
RE-Prop-Mgmt-BA New
RE 5.8.6 Underlying Owner Records Instrument RE-Prop-Mgmt-BA Manual
RE 5.8.7 District Receives Copy Of RecordedInstrument
RE-Prop-Mgmt-BA New
RE 5.8.8 District Updates Plans & Inventory
District updates plans & inventory witheasement extinguishment.
RE-Prop-Mgmt-BA Manual
RE 5.8.9 Perform 5.6 Vacate Roadway RE-Prop-Mgmt-BA Manual