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Page 132
Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
×
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
×
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
×
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
×
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
×
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Suggested Citation:"Appendix A - Survey Instrument." National Academies of Sciences, Engineering, and Medicine. 2014. Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices. Washington, DC: The National Academies Press. doi: 10.17226/22252.
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Below is the uncorrected machine-read text of this chapter, intended to provide our own search engines and external engines with highly rich, chapter-representative searchable text of each book. Because it is UNCORRECTED material, please consider the following text as a useful but insufficient proxy for the authoritative book pages.

A-1 A P P E N D I X A Survey Instrument SURVEY FORM (STATE DOT OFFICIALS) Name: ______________________________________________________ Title: ______________________________________________________ Agency: ______________________________________________________ Division, Office, or Bureau: ______________________________________________________ Mailing address: ______________________________________________________ Phone number: ______________________________________________________ Email address: ______________________________________________________ 1. What is your position/title? Check all that apply (select the option(s) most closely matching your official title and functions). Level Headquarters Region District Director/Head Section Manager Staff/Support Other If other, please specify: 2. In what phase(s) of the transportation project development and delivery process are you personally involved? Check all that apply. Planning, feasibility studies, and programming Preliminary/conceptual design Environmental process Right-of-way acquisition Utility coordination and relocation Design Letting Construction Post-construction Legal Other:

A-2 3. In what right-of-way acquisition-related activities are you personally involved (the following question focuses on property management activities)? Check all that apply. Appraisal planning Surveying/right-of-way staking Preparation of parcel maps and documentation Environmental coordination Appraisals Appraisal review Appraisal approval Negotiation planning Negotiations Administrative settlements Mediation before condemnation proceedings Condemnation proceedings Titles and closing Relocation planning Comparable/replacement property identification Payment calculations Relocation assistance advisory Relocation payments and moving claims Contractor management Right-of-way program administration Utility relocation and accommodation Training Other:

A-3 4. In what property management activities are you personally involved? Check all that apply. Records management Inventory of improvements Disposition of improvements Inventory of right-of-way property interests Inventory of other (non-right-of-way) property interests Disposal of surplus right-of-way property interests Disposal of other surplus (non-right-of-way) property interests Management of mineral rights Management of leases, easements, and other similar instruments Right-of-way encroachment enforcement Utility permitting Railroad property sales and leasing Railroad crossing management Access management Access/driveway permitting Outdoor advertising control Junkyard control Financial assessments (e.g., Governmental Accounting Standards Board [GASB]-34) Other: 5. What kind of property interests does your agency normally acquire for transportation projects? Check all that apply. Property Interest Always Frequently Rarely Never Fee simple All, except mineral rights All, except oil and gas rights Water rights Right-of-way access rights Road easement from private owner Road easement from another state government agency or local political subdivision/LPA Road easement from a federal agency (federal land transfer) Road easement over Native American land Dedicated property (e.g., deed restrictions) Lease from private owner Lease from another state government agency or local political subdivision/LPA Other If other, please specify:

A-4 6. What kind of uses does your agency allow on state property or right-of-way? Check all that apply. Right-of-Way Use Allow, Revenue Producing Allow, No Revenue Do not Allow Driveways (where allowed) Outdoor advertising signs Air space leases Water leases Oil and gas leases Mineral leases (other than oil or gas) Utilities: Longitudinal distribution lines Utilities: Longitudinal transmission lines Utilities: Distribution line crossings Utilities: Transmission line crossings Farm crossings Carbon sequestration Wildlife habitats Solar energy generation Wind energy generation Residential dwelling leases Non-residential leases Mailboxes Other If other, please specify: 7. What type of data management platform(s) do you use for property management purposes? Check all that apply. Data Management Platform Heavy Use Moderate Use Light Use Do Not Use Spreadsheet (Excel, OpenOffice, other) Word processor (Word, Word Perfect, other) Desktop database (Access, other) Server-based database (SQL Server, Oracle, MySQL, other) CAD (AutoCAD, MicroStation, other) Desktop/Server GIS (ArcGIS, TransCAD, Geomedia, other) Web-based viewer (Google Earth, Bing Maps, ArcGIS Server, other) Legacy system (mainframe) Other If other, please specify:

A-5 8. What is the overall impact of these issues at your agency? Check all that apply. 1 = Least impact 5 = Most impact Issue 1 2 3 4 5 Requirements in state laws or regulations requiring steps in the right-of- way acquisition process beyond those required by the Uniform Act Not involving right-of-way staff during: Planning, feasibility studies, and programming Preliminary/conceptual design Environmental process Utility coordination and relocation Design Letting and construction Inadequate cost estimates for right-of-way acquisition due to: Unanticipated impact of fast-growth and development in the area Unanticipated impact of speculative buying or quickly developed changes in property use Lack of consideration or incorrect estimation of area-wide real property inflation Not updating right-of-way acquisition cost estimates at regular intervals during the project development process Inaccurate appraisals prior to negotiations Entities (e.g., law firms, advising property owners not to negotiate as a tactic to obtain more money during condemnation proceedings) Entities (e.g., law firms, advising property owners to divide their property into smaller parcels as a tactic to obtain more money from the state DOT) Incomplete or inaccurate initial title searches requiring re-work during acquisition activities Changes to parcels to acquire due to late changes during the design phase Changes to parcels being acquired due to changes during construction Difficulty to hire and retain staff with adequate right-of-way acquisition experience Right-of-way staff turnover Lack of public-sector right-of-way experience among consultant staff used for the project Higher-than-average condemnation rates in which a consultant or other private-sector partner conducted right-of-way acquisition activities Difficult-to-use database or information system documenting right-of- way acquisitions and transactions at the agency Other If other, please specify (provide examples if possible):

A-6 9. What is the overall impact of the following property management issues at your agency? Check all that apply. 1 = Least impact 5 = Most impact Issue 1 2 3 4 5 Difficult-to-use database or information system documenting right-of- way assets owned by the agency Delays in billing and/or collecting lease revenues from right-of-way parcels managed by the agency prior to the start of the construction phase Incomplete deed records for previous right-of-way acquisitions by the agency Difficulty in tracking the disposal of surplus right-of-way interests Difficulty in tracking the disposal of other surplus (non-right-of-way) property interests Deed restrictions on sale of surplus property Difficulty in tracking and monitoring the use of property/right-of-way assets Illegal/unauthorized right-of-way encroachments Difficult-to-track permit applications (e.g., driveway, utilities, etc.) Other If other, please specify (provide examples if possible):

A-7 10. Which property acquisitions are particularly problematic (e.g., in terms of time and cost)? Check all that apply. Activities: (a) Parcel appraisals (b) Right-of-way negotiations (c) Condemnation proceedings (d) Relocations (e) Utility relocation and accommodation (f) Coordination with other transportation project development areas (g) Coordination with other stakeholders, including LPAs Property Type and Location Activity(a) (b) (c) (d) (e) (f) (g) Residential, developed Residential, undeveloped Non-residential, developed Non-residential, undeveloped Full acquisitions Partial acquisitions Uneconomic remainders Outdoor advertising sign interests Railroads (abandoned railroad interests) Railroads (operating railroad interests) Tribal lands Federal lands Other If other, please specify: Provide examples if possible. 11. What lessons has your agency learned from outsourcing right-of-way activities (e.g., in terms of costs, right-of-way delivery, coordination with other stakeholders, contracting)?

A-8 12. What performance measures are (should be) in place at your agency to monitor the effectiveness of right-of-way processes? Check all that apply. Note: Select In Place if the performance measure is currently in place at your agency. Otherwise, leave the box blank. Select Needed if there is a need for the performance measure, regardless of current implementation status. Otherwise, leave the box blank. Performance Measure In Place Needed Number of parcels/property interests to acquire Time to complete critical activities (e.g., appraisal, appraisal review, negotiations, administrative settlement, mediation, condemnation proceedings, relocation assistance, etc.) Time to letting Time to the start of construction Difference between administrative settlement amount and approved appraisal Frequency of administrative settlements Number of properties acquired by negotiation Number of properties acquired by mediation Number of properties acquired by condemnation proceedings Number of properties acquired or in possession prior to letting Ratio of right-of-way expenditures to right-of-way allocations Variation in right-of-way acquisition cost estimates at critical milestones in the project development process Number of surplus right-of-way interests to sell Time to complete critical activities related to the disposal of surplus property Revenue generated from surplus property interests sold Revenue generated from management of right-of-way assets Budget allocated to right-of-way staff training and professional development Effectiveness of training and professional development activities Budget allocated to right-of-way asset management activities Staff turnover rate Other If other, please specify:

A-9 13. Which of the following laws and/or regulations require urgent changes to streamline right-of-way processes at your agency? Check all that apply. Note: The Uniform Act (codified as 42 U.S.C. 4601 et seq.) provides the basic federal law for uniform right-of-way acquisition and relocation assistance. 49 CFR 24 provides regulations at the federal level to implement the Uniform Act. For additional information, please visit http://www.fhwa.dot.gov/realestate/ua/index.htm. Right-of-Way Activity Uniform Act 49 CFR 24 State Law (your state) State Regulations (your state) Appraisal planning Preparation of parcel maps and documentation Appraisals Appraisal review Appraisal approval Negotiation planning Negotiations Administrative settlements Mediation before condemnation proceedings Condemnation proceedings Titles and closing Relocation planning Comparable/replacement property identification Payment calculations Relocation assistance Relocation payments and moving claims Records management Property management Contractor management Right-of-way program administration Other If other, please specify: 14. What specific changes need to be introduced in laws and regulations (see previous question) to streamline right-of-way processes?

A-10 15. What business practices at your agency (whether or not required by current laws or regulations) would likely result in significant streamlining of right-of-way processes? 16. What unique processes exist at your agency in addition to the requirements in the Uniform Act, and what impact have they had on your agency’s ability to manage the right- of-way process effectively? 17. What strategies or innovative approaches (including participation in FHWA pilot programs and/or training) has your agency implemented or plan to implement to streamline the right-of-way process? 18. What kind of training and professional development does the state DOT offer to staff members who work with state DOT clients in right-of-way activities? 19. May we contact you to further discuss your agency’s right-of-way acquisition and asset management practices and needs? Yes No

A-11 SURVEY FORM (CONSULTANTS) Name: ______________________________________________________ Title: ______________________________________________________ Company: ______________________________________________________ Division, Office: ______________________________________________________ Mailing address: ______________________________________________________ Phone number: ______________________________________________________ Email address: ______________________________________________________ 1. What is the geographic range of your company’s consulting activities? National/international Regional State Local 2. In what phase(s) of the transportation project development and delivery process are you personally involved? Check all that apply. Planning, feasibility studies, and programming Preliminary/conceptual design Environmental process Right-of-way acquisition Utility coordination and relocation Design Letting Construction Post-construction Legal Other:

A-12 3. In what right-of-way acquisition activities have you or your company participated over the last five years? Check all that apply. Appraisal planning Surveying/right-of-way staking Preparation of parcel maps and documentation Environmental coordination Appraisals Appraisal review Appraisal approval Negotiation planning Negotiations Administrative settlements Mediation before condemnation proceedings Condemnation proceedings Titles and closing Relocation planning Comparable/replacement property identification Payment calculations Relocation assistance advisory Relocation payments and moving claims Contractor management Right-of-way program administration Utility relocation and accommodation Training Other:

A-13 4. In what property management activities have you or your company participated over the last five years? Check all that apply. Records management Inventory of improvements Disposition of improvements Inventory of right-of-way property interests Inventory of other (non-right-of-way) property interests Disposal of surplus right-of-way property interests Disposal of other surplus (non-right-of-way) property interests Management of mineral rights Management of leases, easements, and other similar instruments Right-of-way encroachment enforcement Utility permitting Railroad property sales and leasing Railroad crossing management Access management Access/driveway permitting Outdoor advertising control Junkyard control Financial assessments (e.g., GASB-34) Other:

A-14 5. What is the impact of these issues on your client state agencies based on your interactions and involvement in their right-of-way processes? Check all that apply. 1 = Least impact 5 = Most impact Issue 1 2 3 4 5 Requirements in state laws or regulations requiring steps in the right-of- way acquisition process beyond those required by the Uniform Act Not involving right-of-way staff during: Planning, feasibility studies, and programming Preliminary/conceptual design Environmental process Utility coordination and relocation Design Letting and construction Inadequate cost estimates for right-of-way acquisition due to: Unanticipated impact of fast-growth and development in the area Unanticipated impact of speculative buying or quickly developed changes in property use Lack of consideration or incorrect estimation of area-wide real property inflation Not updating right-of-way acquisition cost estimates at regular intervals during the project development process Inaccurate appraisals prior to negotiations Entities (e.g., law firms, advising property owners not to negotiate as a tactic to obtain more money during condemnation proceedings) Entities (e.g., law firms, advising property owners to divide their property into smaller parcels as a tactic to obtain more money from the state DOT) Incomplete or inaccurate initial title searches requiring re-work during acquisition activities Changes to parcels to acquire due to late changes during the design phase Changes to parcels being acquired due to changes during construction Difficulty to hire and retain staff with adequate right-of-way acquisition experience Right-of-way staff turnover Lack of public-sector right-of-way experience among consultant staff used for the project Higher-than-average condemnation rates in which a consultant or other private-sector partner conducted right-of-way acquisition activities Difficult-to-use database or information system documenting right-of- way acquisitions and transactions at the agency Other If other, please specify (provide examples if possible):

A-15 6. What is the overall impact of the following property management issues on your client state agencies based on your interactions and involvement in their right-of-way processes? Check all that apply. 1 = Least impact 5 = Most impact Issue 1 2 3 4 5 Difficult-to-use database or information system documenting right-of- way assets owned by the agency Delays in billing and/or collecting lease revenues from right-of-way parcels managed by the agency prior to the start of the construction phase Incomplete deed records for previous right-of-way acquisitions by the agency Difficulty in tracking the disposal of surplus right-of-way interests Difficulty in tracking the disposal of other surplus (non-right-of-way) property interests Deed restrictions on sale of surplus property Difficulty in tracking and monitoring the use of property/right-of-way assets Illegal/unauthorized right-of-way encroachments Difficult-to-track permit applications (e.g., driveway, utilities, etc.) Other If other, please specify (provide examples if possible):

A-16 7. Which property acquisitions are particularly problematic (e.g., in terms of time and cost)? Check all that apply. Activities: (a) Parcel appraisals (b) Right-of-way negotiations (c) Condemnation proceedings (d) Relocations (e) Utility relocation and accommodation (f) Coordination with other transportation project development areas (g) Coordination with other stakeholders, including LPAs Property Type and Location Activity(a) (b) (c) (d) (e) (f) (g) Residential, developed Residential, undeveloped Non-residential, developed Non-residential, undeveloped Full acquisitions Partial acquisitions Uneconomic remainders Outdoor advertising sign interests Railroads (abandoned railroad interests) Railroads (operating railroad interests) Tribal lands Federal lands Other If other, please specify: Provide examples if possible.

A-17 8. Which of the following laws and/or regulations require urgent changes to streamline right-of-way processes in your state? Check all that apply. Note: The Uniform Act (codified as 42 U.S.C. 61) provides the basic federal law for uniform right-of-way acquisition and relocation assistance. 49 CFR 24 provides regulations at the federal level to implement the Uniform Act. For additional information, please visit http://www.fhwa.dot.gov/realestate/ua/index.htm. Right-of-Way Activity Uniform Act 49 CFR 24 State Law (your state) State Regulations (your state) Appraisal planning Preparation of parcel maps and documentation Appraisals Appraisal review Appraisal approval Negotiation planning Negotiations Administrative settlements Mediation before condemnation proceedings Condemnation proceedings Titles and closing Relocation planning Comparable/replacement property identification Payment calculations Relocation assistance Relocation payments and moving claims Records management Property management Contractor management Right-of-way program administration Other: If other, please specify: 9. What specific changes need to be introduced in laws and regulations (see previous question) to streamline right-of-way processes?

A-18 10. What kind of training and professional development does your company offer to staff members who work with state DOT clients in right-of-way activities? 11. May we contact you to further discuss your company’s right-of-way acquisition and asset management work with state DOTs? Yes No

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TRB’s National Cooperative Highway Research Program (NCHRP) Report 771: Strategies to Optimize Real Property Acquisition, Relocation Assistance, and Property Management Practices provides improved, integrated real property procedures and business practices in the project development and delivery process. The report also provides suggestions to improve property management practices. The report is accompanied by a CD-ROM that contains an integrated model of the transportation project development and delivery process, including a real property acquisition and relocation assistance model and reference work schedule.

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