WisDOT Geodetic Surveys Unit Best Practices: Strategies for Reducing Plat Changes Wisconsin Department of Transportation Statewide Real Estate Conference.

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

• Best Practices Background

• Best Practices Subjects & Recommendations

• Best Practices – SE Region

• Plat Development Process – NE Region

• “Lessons Learned”

• Questions and Answers

Discussion Points

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WisDOT Geodetic Surveys Unit 3

Types of Errors Which Cause Amended Plats

Utility Issues

Strategies for Reducing Plat Changes

1. Compensability2. Add/Remove Utility Parcel3. Add Pedestal or Pole

Design/Acquisition Issues

1. Add/Remove Parcels2. Change Acquisitions – Fee, TLE, PLE, AR, HE3. Scope Changes4. Fast Track Projects

Other Issues

1. Errors in Schedule 2. Errors in Legal Description3. Section Corner Coordinate Errors4. Ownership Changes5. Boundary Errors 4

Committee Began Meeting August 18, 2000

Committee Completed Recommendation April 4, 2001

Members: Representing:

Russell Zick D-1 R/W Plat UnitRobert Roszkowski D-2 Design Service UnitBruce Enke D-3 Project Dev. UnitRoland Hawk D-4 Project Dev. UnitJanice Crooks D-5 Real Estate UnitMike Ostrowski D-6 Project Dev. ChiefPaul Weigandt D-7 Real Estate UnitHugh McDonald D-8 R/W Plat UnitRodney Key CO Surveying/MappingKen Brockman CO Surveying/Mapping

Best Practices Committee To Reduce Late Design Changes

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18 Best Practices for Reducing Plat Changes


Best Practices for Reducing Plat Changes



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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.2. The following 30% plan content will be ready at 30% review meeting.

• Title Sheet• Typical Section Sheet• Horizontal Alignments• Vertical Alignments• Cross Section Sheets

Best Practices to Reduce Design & Plat Changes (SE Region)

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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 Sheet• Intersection geometrics, esp. signalized• Construction Staging Plan• Final Alignment• Drainage Plan• Cross 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)

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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 DescriptionsEffort will be made to file a TPP sheet only once, but there will be occasions when it becomes necessary to file an amendment plat. FDM 12-10-15 explains methods for modifying the plat.

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Key Elements for Success:

• PDS and Real Estate Project Managers and Plat Coordinator working together

• Identifying schedule and risks early in project development process

• Setting up reoccurring coordination meetings or on-need basis

• Being flexible toward accommodating team member’s needs

• Region sections available for consultation and input• All plat review team members actively engaged in

process

Plat Development Process - NE Region

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Typical Overall Project Timeframes:

• Small Project with Real Estate - 52 months• Medium Project with Real Estate - 65 months• Large Project with Real Estate - 78 months

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


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Typical Plat Development Timeframes:

• Pre-Final Plato Small Plat - 5 monthso Medium Plat - 8 monthso Large Plat - 10 monthso Includes time for plat review meeting

• Final Plato Small/Medium Plat - 4 monthso Large Plat - 8 monthso Timeframe includes preliminary property owner contacts

Small right of way plat - Less than 25 parcelsMedium right of way plat - 25 to 50 parcelsLarge right of way plat - Greater than 50 parcels


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Typical Real Estate Acquisition Timeframes:• Small - 12 months• Medium - 18 months• Large - 24 months

Small - no relocations, no complex

Medium - 1 to 5 residential relocations, 1 to 10 complex

Large - greater than 5 residential or 1 business relocation, greater than 10 complex


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Key Elements for Success by PDS Project Manager:

• Develop accurate slope intercepts. Use widest SI footprint for staged construction

• Sit down with plat developer to describe right of way needs

• Consider utility relocation needs when laying out right of way

• Address all access needs and restrictions, including alterations to existing access

• Seek consultation from other sections (i.e., Maintenance, Planning) for access needs

• Attain property owner comment prior to setting final plat


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• On projects with a tight schedule, identify and acquire parcels where utilities need to be relocated

• Know when to limit negotiations• JO is not necessarily a bad thing• Acquire excess R/W where schedule is tight• PDS coordination with plat developers• Too much time/too little time• Continue R/W staking prior to negotiations• Dialogue with property owners• Know the process and the players

“Lessons Learned”

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For Further Guidance:

See Chapter 12/Facilities Development Manual

See Real Estate Program Manual

http://roadwaystandards.dot.wi.gov/standards/fdm

http://dotnet/dtid_real_estate/repm/repm.htm


Questions

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Thank You!Rodney Key, R.L.S.

[email protected]

Robert Duffeck, [email protected]

262-548-5956

Paul Vraney, [email protected]

920-492-2232

mailto:[email protected]



WisDOT Geodetic Surveys Unit Best Practices: Strategies for Reducing Plat Changes Wisconsin Department of Transportation Statewide Real Estate Conference.

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