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