property management data systems mike stone, oregon dept. of transportation

PROPERTY MANAGEMENT DATA SYSTEMS

Mike Stone, Oregon Dept. of Transportation

SCOPE OF ODOT PROPERTY MANAGEMENT?

We manage and dispose of real property assets that are excess to the needs of the department.

We manage the process to declare excess property as “surplus”.

We manage all property that is leased where ODOT is the landlord.

We provide support to Regions and Districts for property ownership questions.

ODOT POLICY REGARDING USE/DISPOSAL

The resources of the Department are constitutionally dedicated to the Highway Trust Fund under the Oregon Constitution.

Generally, the Department must receive Fair Market Value for a sale or non-transportation use. (Can be cash or “in-kind”)

HOW DOES ODOT OWN PROPERTY?

In fee title interestBy resolution (Title type can vary depending on the resolution or what was transferred)

By easementBy permitBy licenseBy lease/rental

WAYS TO USE ODOT PROPERTY (TEMPORARY USE)

Leases/rentals to third partiesEncroachmentsMiscellaneous Permits Intergovernmental Agreements Deeds with “reversionary clauses”

WAYS ODOT “DISPOSES” OF PROPERTY?

Abandonment - Process to release or give up a less than fee title property interest that the State holds via a County Resolution.

Jurisdictional Transfer - ODOT may exchange real property in a manner that will serve the interests of the State and most adequately conserve highway funds.

Relinquishment - Conveyance of a fee title (and/or easement) property interest that was acquired by the State, usually for a project, to an Local Public Agency for public road purposes.

Surplus Property Process - Once the Department has formally determined excess property is no longer needed, it can be declared as surplus property and can be sold through the Property Management Unit, Right of Way Section.

PROPERTY MANAGEMENT GENERATES REVENUE?

Most recent fiscal cycle (July 1, 2013 – June 30, 2015) Sales (43 @ $1000 to $1.78 Million)

Leases (185)

Rentals (12)

Land Use Permits (180)

Land Sale Contracts (3)

HOW MUCH REVENUE DO WE GENERATE?

Sales Revenue Other Revenue Revenue Over Goal Total Revenue$0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$6,776,057

$5,729,120

$3,505,177

$12,505,177

Series1

$9 million goal

HOW MUCH “RIGHT OF WAY” DATA MANAGEMENT IS THERE?

ODOT “controlled” acreage is about: 73,400 acres of state highway

35,600 acres of maintenance sites, stockpile sites, quarries, excess property, administrative sites, etc.

Total of about 109,000 acres

Equates to over 114,000 data records from 1913 to present.

HOW DOES ODOT MANAGE PROPERTY DATA

RITSRIGHT OF WAY INFORMATION TRACKING SYSTEM

WHAT DOES RITS DO?

There are 2 components to RITS 1) A component that is used to manage the acquisition

process (RITS) 2) A component used to manage the disposition process.

(RITSpm)

Each of the components (modules) stand alone but compliment each other.

The system is designed to facilitate and manage the processes and data involved with each of those areas.

RITS & RITSpm

HOW RITS & RITSpm RELATE

HOW RITS & RITSpm RELATE

Create new parcels

From old acquisitions

LEASES, RENTALS PERMITS

PROPERTY SALES

ABANDONMENTS, RELINQUISHMENTS, JURISDICTIONAL TRANSFERS, AND ACCESS (INDENTURES/GRANTS)

DATA QA AND REPORTING

NEW TECHNOLOGY BENEFITS (RITSPM)

More carefully managed processes with QA

Document generation and management

Robust reporting

Process workflows

One stop location for all information…

WRAP-UP…

A lot is going on…

Reduced revenues may mean more aggressive discovery & lease/sale of agency excess property.

New technology is making management of property easier.

THANK YOU FOR YOUR TIME!

Questions?

Mike Stonemike.stone@odot.state.or.us503-986-3636