Chapter 4 - Surveys - Types
Chapters
Survey Support
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4.1 Control Survey
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Please note: This section refers to content that needs to be created or drastically updated before it can be published here. This content is expected to be created by: Spring 2016 |
4.2 Right-of-Way Survey
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4.3 Topographic Survey
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4.4 Bridge/Structure Survey
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4.5 Hydraulics Survey
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Please note: This section refers to content that needs to be created or drastically updated before it can be published here. This content is expected to be created by: Spring 2016 |
4.6 Certified Surveys for Real Estate Acquisition
4.6.1 Purpose
The purpose for the development of concise and standardized surveys as part of the acquisition process is founded in the desire to leave footsteps that can be followed by landowners impacted by MDOT’s acquisition process, to supplement MDOT’s asset management plan with real estate information and to comply with Public ACT 132 of 1970, as amended – Certified Surveys ACT. This section of the manual sets forth the process and requirements for acquisitions of permanent Right-of-Way (R.O.W.) by MDOT, comprised of the following primary elements:
- Accurate parcel locations relative to project coordinates for use in the design process
- Drawing and descriptions, compliant with the Certified Survey ACT (Public ACT 132 of 1970, as amended) including the following:
- The surveyed boundary of the acquisition parcel with corners found and/or set.
- The proposed area to be acquired.
- The alignment(s) related to the taking.
- Monumentation placed at the location of the proposed new R.O.W. limits.
4.6.2 Process
Development of Certified Surveys for Real Estate Acquisition requires a close working relationship and collaboration amongst the Project Manager, Designer, Region Real Estate Personnel, Consultant Survey Manager / Region Surveyor and the Project Surveyor (“Surveyorâ€). A process diagram shows the interactions and steps described below as a workflow.Certified Survey Workflow
4.6.2.1 Property Information Provided to Surveyor
When it is determined that permanent R.O.W. is required within the current project limits, parcel ownership research information for every parcel potentially affected will need to be provided to the Project Surveyor appointed the task of creating the Certified Survey(s). The Design Engineer, in collaboration with MDOT Real Estate Staff, Surveys, and the Project Manager, will deliver all of the information gathered for each parcel potentially requiring the creation of a Certified Survey. Parcels acquired as "total takes" will typically not require a Certified Survey. Parcel ownership research information may include the following:
- Property owner name/address/phone number
- Tax Assessment Description
- MDOT Parcel Number (if known)
- Title commitment
- Vesting deed
- Any pertinent neighboring descriptions/deeds
- Previous Surveys (if obtained)
In addition to parcel ownership research information, the project base plan CAD drawing(s) depicting the area to be acquired will be provided. The plans should include the following information from the design survey and design:
- Proposed preliminary design including approximate R.O.W.
- All alignments
- All survey monumentation, R.O.W. lines, and parcel lines
Utilization of ProjectWise links to the documents and CAD files is highly recommended required. Additional information necessary to complete the Certified Survey that was not collected by MDOT will be the responsibility of the Surveyor creating the Certified Survey.
4.6.2.2 Determine If and How Parent Parcels Are Affected
To determine if the parent parcel is affected, the Surveyor and Real Estate Staff will review the base plans along with tax maps, tax descriptions, deeds, title work, etc. to generate a list of parcels impacted by the need for permanent R.O.W. During this step it may be necessary for the Surveyor to plot approximate non-legal parcel lines, if not previously established in the design survey. If the location of the designer’s proposed permanent R.O.W. call is close to the location of a parcel boundary line, include that property in the list of parcels that could be affected by the project. A spreadsheet or document will be generated listing the parent parcels tax id, parent parcel owner name, phone number, address, and any other pertinent information. A tax map is recommended, if available, with the parent parcels marked/highlighted. The Surveyor and Real Estate Staff will both agree to the list of parent parcels affected. Using this list, Real Estate staff can then order title work for the affected parent parcels if the title work has not already been obtained. Once the Real Estate Staff receives the title work, a copy of the title work will be provided to the Surveyor. A copy of the list of impacted parcels, along with the title work, and a marked/highlighted tax map will then be sent or made available to the Design Engineer and the Project Manager. Occasionally, with the consensus of Real Estate Staff, Design, and Surveys, a preliminary interview of the property owner may be needed to verify the property ownership information of record.
4.6.2.3 Develop Scope & Budget
Once the parent parcels are identified, a meeting between the Project Manager, MDOT Surveyor, and Real Estate Staff, must occur to scope each survey by parcel and develop an estimate of hours for each parcel. This meeting can be concurrent with determining the affected parent parcel. When developing the scope and timeline, the team will determine the extent of each survey considering cost and impact to schedule. Refer to the section titled “Field Survey of Parent Parcel(s),†for recommendations on extent of survey.
4.6.2.4 Field Survey of Parent Parcels
It is recommended that the Surveyor contact all the affected property owners prior to entering the property(s). This contact may be accomplished via mailed letter, door hanger or personal conversation with the property owner describing the reason for the entry.
Any additional property owner information that becomes available through interactions with the property owner will be provided by the Real Estate staff or the MDOT Survey Project Manager or Region Surveyor. If the Surveyor is denied access to private property(s) they should report it immediately to the MDOT Survey Project Manager/Region Surveyor, Real Estate Staff and the Project Manager for resolution with the Michigan Attorney General. Considering the extent of the survey as determined at the scope and budget meeting, the parent parcel(s) will be surveyed with a focus on those parcel boundaries immediately impacted by the proposed acquisition. While the primary intent is to survey the additional R.O.W. that MDOT requires for the project and the parent parcel boundaries immediately impacted, efforts to provide a complete survey of the parent parcel inclusive of a remainder description and a description of the acquisition should be undertaken when practical, considering the following:
- Impact of the acquisition to the parcel description
- Parcel size
- Cost and time
- Quality of existing parent parcel description
4.6.2.5 Submit Final Boundary Survey of Parent Parcels
After completion of field work and determination of the location of the parent parcel’s boundaries, a composite drawing showing all the parent parcels affected by the proposed R.O.W. is to be submitted to design. The use of ProjectWise is highly recommended for this transmittal. Requirements for parent parcel boundary drawing:
- .dgn format in a file named “XXXXXX_Parcel_20YY-MM-DD.dgnâ€
- Relative to project datum
- Compliant with the current workspace used with the project - Standard Files
- Name and contact information of Surveyor within the .dgn
- Table of corners that abut the new R.O.W. with State Plane Coordinates
The intent is that the parent parcel boundary drawing can be referenced into the design plans to enable the designer to make adjustments to the R.O.W. taking locations. Upon the submittal of the parent parcel drawing to the Designer Engineer, MDOT Survey Project Manager/Region Surveyor, Real Estate staff and the Project Manager must also be notified.
4.6.2.6 Finalize New R.O.W. Location
Upon receipt of the parent parcel boundary drawing, the Designer will reference the drawing into the design plans. These boundary locations will void and supersede any previously calculated “non-legal†boundary locations in the model. The Designer will adjust R.O.W. takes to coincide with the final locations of the parent parcel boundary lines as depicted in the parent parcel boundary drawing. The Designer will substantially finalize the proposed R.O.W. location with input from Real Estate Staff and the Project Manager. The Real Estate Technician would then plot the parcels that involve non-permanent R.O.W. (example: temporary grading easements) and establish parcel numbering for the project.
4.6.2.7 Draft Certificates of Survey for Review
Once the final proposed R.O.W. has been determined by the Designer, the Designer shall notify the Surveyor of the location of the files in ProjectWise representing the finalized R.O.W. locations. The Surveyor will utilize the Designer’s finalized R.O.W. location to prepare individual Certified Survey drawings depicting the take and remainder parcel. The Surveyor will also prepare the take and remainder descriptions. Refer to 4.6.3 Requirements for the requirements for the survey drawing and description.
4.6.2.8 Submit Certificate of Survey
When the Surveyor has completed each Certified Survey he/she will review each certificate to ensure it meets the PA 132 presentation requirements using the Surveyor/Real Estate Act 132 Certified Survey Requirements & Review Checklist. The Surveyor only fills out the Surveyor’s portion of the Checklist. Each survey certificate will have its own checklist The Surveyor will then submit the certificates along with the checklists to Real Estate. ProjectWise will be used for the submission to Real Estate. The Project Manager must be informed of the drawing(s) submittal.
4.6.2.9 MDOT Review
Real Estate will examine the Certified Surveys to make sure the surveys reflect the intent of the R.O.W. calls as shown on the final R.O.W. plans and contain enough information to commence the valuation and acquisition of the needed permanent R.O.W. Real Estate will then notify the Surveyor regarding the acceptability of the Certified Surveys. If the survey(s) are found unacceptable Real Estate will notify the Surveyor and the process described in Section 4.6.2.8 Submit Certificate of Survey will be repeated.
4.6.2.10 Return/Re-scope (if necessary)
If the Real Estate Specialist/Manager/Technician finds the Certified Survey is unacceptable or not reflective of the intent of the acquisition, the survey should be returned for revisions. If this determination arises out of changes to the scope of the project it may be necessary to re-scope the Certified Survey work. The Region Surveyor or MDOT Survey consultant Project Manager must be notified in order that a contract modification can be made. Depending on the severity of the changes, a meeting similar to the initial scope meeting may be held. For procedural steps to respond to changes please refer to Section 4.6.2.11 Change to Design Occur.
4.6.2.11 Change to Design Occur
During the design process, there could be several unforeseen circumstances that could change the proposed R.O.W. line(s) location before the Certified Survey can be accepted by the Real Estate Staff or the Consultant Survey Project Manager before the permanent R.O.W. is acquired and the Certified Survey can be recorded in the respective County Register of Deeds Office. Items that could change the location of proposed R.O.W. line(s) may include:
- Design change – modification to the final R.O.W. plan submittal. Initiated by Design PM or Real Estate
- Condemnation process
- Environmental concern
- Historical concern
- Archeological concern
If it is determined that the proposed R.O.W. line(s) has to be changed due any of the above mentioned circumstances, the Design PM will process the final R.O.W. revision(s) as outlined in the Road Design Manual. See Chapter 5, Section 5.21 (related Design Form 271A). After final R.O.W. revision(s) have been incorporated in the design construction plans, Real Estate will provide F.R.O.W. revision(s) documentation to the Surveyor. The Surveyor will incorporate the F.R.O.W. revision(s) into the Certified Survey(s). The ACT 132 Survey(s) will then go through the Certified Survey QA/QC review process outlined in (Section 4.6.2.9_MDOT_Review) for acceptability.
4.6.2.12 Finalize Certified Survey
After notification from Region Real Estate that the Certified Survey is acceptable, the Surveyor will make any necessary revisions or modifications. The drawing and description will be sealed and prepared for recording (for recording process, see Section 4.6.2.14_Recordation_of_Certificate_of_Survey_by_MDOT_Real_Estate. Original hard copies and the final checklist must be transmitted to Real Estate at this time.
4.6.2.13 Monumentation
The Surveyor will place all monuments for the survey along the proposed R.O.W. at the time of finalization of the Certified Survey described in Section 4.6.2.12 Finalize Certified Survey.
4.6.2.14 Recordation of Certificate of Survey by MDOT Real Estate
The recording of the conveyance instruments and Certified Surveys will be completed by Real Estate Staff after the instruments are executed or upon filing of a Declaration of Taking with a court of proper jurisdiction. The ACT 132 Surveys will be incorporated and become exhibits to the actual conveyance instruments whether they are deeds, easements, or declarations of taking. These instruments may also be recorded in a separate repository in the Register of Deeds Offices reserved for ACT 132 Surveys, if available.
4.6.2.15 Archival of Data
Upon receipt of the recorded Certificate of Survey the Real Estate Technician will provide an e-mail with a subject line of “Certified Surveys JNXXXXXX CSXXXXX†with ProjectWise links to the following address: MDOT-Survey_Support@michigan.gov The following ProjectWise links should be included:
- Location of individual survey files in .dgn format
- Scanned .pdf of recorded Certified Survey
4.6.3 Requirements
4.6.3.1 Certified Survey Drawing Requirements
The requirements for the survey drawing are listed in the Surveyor/Real Estate Act 132 Certified Survey Requirements & Review Checklist.
4.6.3.1.1 Certified Survey – Samples & Templates
4.6.3.2 Certified Survey – Description & Notes Requirements
The requirements for the description are listed in the Surveyor/Real Estate Act 132 Certified Survey Requirements & Review Checklist.
4.6.3.2.1 Certified Survey – Description & Notes – Samples & Templates
4.6.4 Frequently Asked Questions
Frequently Asked Questions
4.7 Photogrammetric Control Surveys
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Please note: This section refers to content that needs to be created or drastically updated before it can be published here. This content is expected to be created by: Spring 2016 |