tracs real property definitions

TRACS Real Property Definitions

Primary Field Secondary Field/Category Additional Dropdowns Additional

Dropdowns

Definitions

General Information

Property Name Enter the property name, which is the commonly

known name designated by the State or WSFR

office for any size of contiguous parcels/tracts

assigned by the Grantee. It generally references

the seller's name but could be assigned another

name including of a conservation/management

areas that the property will be managed under,

e.g. name of overall site (e.g. Deer Creek State

Game Area, Oak Forest Nature Preserve).

Transaction Type A real estate transaction is the process whereby

rights in a unit of property (or designated real

estate) is transferred between two or more

parties, e.g. in case of conveyance one party

being the seller(s) and the other being the

buyer(s).

Acquisition Taking ownership or control of a designated area

of land or an interest in land by purchase,

exchange, assignment, reversion, gift, eminent

domain, or any other method consistent with

State or Federal law (from lands chapters).

Interest Type Property interest refers to the extent of a

person's or entity's rights in property. It deals

with the percentage of ownership, time period of

ownership, right of survivorship, and rights to

transfer or encumber property.

The Real Property Matrix displays the data fields, dropdown lists and definitions for the components of the Real Property Module. The Real Property module is used by the recipient

or grantor to create/edit, review and manage the ownership or control of a designated area of land or an interest in land by purchase, exchange, assignment, reversion, gift eminent

domain, or any other method consistent with State and Federal law, acquired under a financial assistance award. e.g., a certain type of habitat, in holdings in wildlife management

areas, or attributes needed for boat access in a specific geographical area.

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TRACS Real Property DefinitionsPrimary Field Secondary Field/Category Additional Dropdowns Additional

Dropdowns

Definitions

Fee Interest (Interest Sub-

types: Fee Simple and Fee with

Exceptions)

Fee interest means the right to possession, use

and enjoyment of a parcel of land or water for an

indefinite period. A fee interest, may be 1) Fee

simple which includes all possible rights or 2) Fee

with exceptions to title. (50 CFR 80).

Partial Interest Partial interest means a single right to a parcel of

land or any combination of rights to a parcel of

land that is less than the maximum rights that a

person can hold.

Air Rights Air rights are vertically up to an altitude that a

land owner can reasonably use. FAA controls air

space since advent of aviation. FAA airspace is

considered public domain and therefore not

trespassing on private property via air travel. FAA

requires a minimum safe flight altitude, generally

500 feet unless in urban area with buildings.

Aircraft must stay a distance of 1000 feet

vertically and 2000 feet horizontally from

buildings. Airspace is classified in zones A-E by

FAA. U.S air space is within 12 nautical miles of

U.S shoreline.

Conservation Easement Conservation easement means a partial interest

in real property that restricts development and

other activities. The purpose of restriction is to

protect the conservation values of the property,

which may include fish and wildlife and their

habitat.

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Dropdowns

Definitions

Easement (e.g. Access/Row) Easements that are not conservation easements

(e.g. access/timber). Is a partial interest in a

designated area of land owned by another entity.

The holder of the easement may have the right

to use the land or the area above or below its

surface for a specific purpose. May include angler

access or riparian shoreline access, among

others.

Hunting/Trapping/Fishing

Rights

Coming soon

Lease (>10) Lease is a contract in which the fee owner

transfers to a lessee the right of exclusive

possession and use of an area of land or water

for a fixed period, which may be renewable.

“Expiration

Date/Duration”

Only needed if not in perpetuity.

Life Estate An estate in real property limited to the

remaining lifetime of a designated individual(s).

The life estate ends at the death of the original

holder of the life estate even if that individual

transferred some or all of the rights in the life

estate to another entity.

Mineral Rights (All or Partial) Mineral means a substance of economic value

that occurs naturally in the earth in a solid,

liquid, or gaseous state, e.g., oil, natural gas,

coal, gold, peat, and phosphate.

Surface Rights Landowner's rights to the exterior or upper

boundary of the land (except those restricted by

the mineral owner's rights) and water and other

substances (except those defined as minerals)

below it.

Timber Rights Coming soon

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Dropdowns

Definitions

Water Rights The right to make use of the water from a

stream, lake, or irrigation canal. Or the right to

navigate on waters.

Instream (cfs or AF) In-stream water rights are rights that only apply

to water in a stream, and cannot be diverted for

usage.

Storage (AF) A appropriative water right which allows the

owner a certain volume of water that can be

diverted and held during certain times of the

year.

Groundwater (AF) The beneficial use of water from the ground.

The water source may be appropriated or

adjudicated whereby the amount of available

water is limited.

Right of Diversion (cfs

or AF)

Also known as appropriative right (or first in

time, first in right), the right to divert and use

water for continuous reasonable and beneficial

uses.

Right for Lands to

Flood (acres)

An interest in a property that is intended to

protect, restore and enhance lands subject to

repeated flooding and flood damage.

Riparian (linear feet) The owner of land with riparian water rights

abuts a natural stream, river, pond or lake and is

allowed the reasonable use of the watercourse.

Interest Comments Provide a comment to further explain if only

partial rights e.g. coal are obtained but not gas.

Acquisition Purposes Purpose or objectives and expected outcomes of

the real property acquisition as it relates to the

appropriate Act.

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Dropdowns

Definitions

Access and Opportunity to Fish

and Wildlife Dependent

Recreation

Angling

Boating

Hunting

Shooting and Target Sports

Trapping

Wildlife Watching

Desired Fish and Wildlife

Habitat

Cool Semi-Desert Scrub &

Grassland

Freshwater Aquatic Vegetation

Saltwater Aquatic Vegetation

Shrub & Herb Wetland

Temperate & Boreal Forest &

Woodland

Temperate & Boreal Grassland

& Shrubland

Temperate & Boreal Open Rock

Vegetation

Temperate to Polar Alpine &

Tundra Vegetation

Tropical Forest & Woodland

Tropical Grassland, Savanna &

Shrubland

Tropical High Montane Scrub &

Grassland

Tropical Open Rock Vegetation

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Dropdowns

Definitions

Warm Desert & Semi-Desert

Woodland, Scrub & Grassland

Existing or Construction of

Facilities

Agency HQ

Boat Access Site

Education Building

Equipment Storage

Fish Hatchery

Fishing Access Site

Maintenance Building

Public Target Range Archery

Firearms

Other

Recreation/Habitat Support

Infrastructure

Research Facility

Visitor Center

Wildlife Watching

Infrastructure

WMA Office

Restoration of Species

Species Name

General Comments Enter general comments, such as the need that

the specific property, or its rights, are intended

to address as stated in the approved grant

document.

Deed Information

Date Deed Recorded The date the deed is recorded at the County

Recorders office. This date is often stamped on

the deed.

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Dropdowns

Definitions

Deeded Acres The area of the parcel or tract recorded on the

deed (or survey referenced to in the deed). If

the lease option was selected under partial

interest, the deeded acres are actually the

documented acres.

Instrument Number A number assigned by the county at the time of

the recording to a legal real property record e.g.

deed, easement, etc.

Book The County Recorder book number where the

applicable legal instrument (deed, easement,

etc.) for the property is recorded.

Page The County Recorder page number where the

applicable legal instrument (deed, easement,

etc.) for the property is recorded.

State Record ID (optional) State land record unique identifier. This will be

used when reconciling land records.

Federal Record ID

(optional)

Federal land record unique identifier. This will be

used when reconciling land records.

Date Acquired

(MM/DD/YYYY)

Is the date on which real property legally

transfers from one owner to another. This is also

called the closing date. Can be either the

effective date on the deed, date of last signature

on the deed, or date on settlement sheet.

Date NOFP Recorded The Notice of Federal Participation (NOFP)

definition summarized from the Lands Chapter is

an affirmation of the legally defined and

continuing Federal interest in real property and

leaseholds and the date recorded is the date the

county records the NOFP.

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Dropdowns

Definitions

Encumbrances Check this box if applicable. Encumbrances

include any partial interest in real property that

is a restriction of the owner's property rights

(easements, profits, reservations, leases, and

deed restrictions, mineral rights); or a claim

against the owner's property rights as security

for payment of a debt (mortgage, judgement

lien, or tax lien).* Encumbrance is a legally

binding limitation on real property, which may

lessen its value or burden, obstruct, or impair its

use, but not necessarily prevent transfer of title.

Encumbrance Comments Describe major encumbrances on the deed. It is

not necessary to list small ROWs to coop power

companies, etc. but may be helpful to list major

pipeline or high voltage transmission lines ROWs,

etc. Focus on major easements or

encumbrances.

Transaction Parties

Grantor/Seller/Vendor Grantor is the person or institution that makes a

grant or conveyance (e.g. the name on the Deed

or legal instrument this may be the landowners

name).

Titled to grant recipient Check this box to pull the grant recipient or

agency name from the front end of TRACS.

Titled to (optional) The entity in which ownership interest in real

property is being conveyed.

Conservation Easement

Holder (if applicable)

Free text field to enter Conservation Easement

Holder information.

Is this parcel part of a real

property exchange?

Yes or No

Location

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Dropdowns

Definitions

Geographic Location At least one form of location information is

required.

GIS Acres The area of the parcel or tract calculated from

the spatial extent of the shape.

Shape Elements

Survey Location

NVCS Fish and Wildlife Habitat

Spatial Quality How well does the polygon represent the

intended area?

Describe your location

(optional)

Describe your detailed location information, e.g.

Latitude, Longitude, Congressional District,

County, State, PLSS (sub-menu for Principle

Meridian, Township, Range, Section, Aliquot

Part, Other, etc.

Current Fish and Wildlife

Primary Habitat

Select the habitat and click on the "add habitat

selection" button in order to add it to the report

below.

Summary of Real Property

Costs

Federal ($) Federal contribution to real property interest.

Federal (%)

Total Match ($)

Total Match (%)

State Contribution State Agency contribution to acquire real

property interest. Note this may not match the

itemized match components below.

Non-State Contribution Third party contribution to real property interest.

This could be cash or in-kind.

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Dropdowns

Definitions

Bargain Sale by Landowner Seller sells property for less than the appraised

value. Value of bargain sale should be placed in

this field. e.g. Appraised for $100 sold for $80,

bargain sale of $20.

Real Property as Matched

Value

The current market value of real property

contributed to the project as match. E.g. banked

in-kind, donation, etc.

Other Non-Match Costs

Associated with Acquiring

Interest

Non-match contributions that are necessary to

acquire land. This could be other federal or non-

federal funding sources used to purchase the

property that are not eligible as match yet are

necessary to acquire the property e.g. costs to

acquire the property exceeds the amount of

federal award and required match.

Purchase Price The amount that the Grantor (name on the

deed) agrees to sell the real property interest to

the purchaser (Title holder on deed). For

purposes of this program, this amount is

excluding associated preacquisition and closing

costs.

Associated Real Property

Costs (Title, Survey, etc.)

Associated land acquisition costs e.g. expenses

incidental to transfer of title (recording the deed,

title opinion, survey, due diligence, etc.)

Appraised Value/Waiver

Valuation

Market value of real property interest.

Relocation Assistance

Land Record Actions After

a Grant Has Closed

Disposal

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Dropdowns

Definitions

Full Disposal Disposal means the transfer by sale or other

conveyance of permanent rights when the

property is no longer useful or needed for its

original purpose under the grant.

Partial Disposal When a portion of the real property interest is

no longer useful or needed for the original

purpose under the grant.

Disposition Instructions

Retain Title/Compensate the

Program

The amount paid to the Federal awarding agency

will be computed by applying the Federal

awarding agency’s percentage of participation in

the cost of the original purchase (and costs of

any improvements) to the fair market value of

the property. However, in those situations where

non-Federal entity is disposing of real property

acquired or improved with a Federal award and

acquiring replacement real property under the

same Federal award, the net proceeds from the

disposition (or what would be equivalent to net

proceeds if property is retained) may be used as

an offset to the cost of the replacement

property.

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Dropdowns

Definitions

Retain Title/Replace Property The amount paid to the Federal awarding agency

will be computed by applying the Federal


the cost of the original purchase (and costs of

any improvements) to the fair market value of

the property. When non-Federal entity is

disposing of real property acquired or improved

with a Federal award and acquiring replacement

real property under the same Federal award, the

net proceeds from the disposition (or what

would be equivalent to net proceeds if property

is retained) may be used as an offset to the cost

of the replacement property.

Sell Property/ Compensate the

Program

The amount due to the Federal awarding agency

will be calculated by applying the Federal


the cost of the original purchase (and cost of any

improvements) to the proceeds of the sale after

deduction of any actual and reasonable selling

and fixing-up expenses. If the Federal award has

not been closed out, the net proceeds from sale

may be offset against the original cost of the

property. When non-Federal entity is directed to

sell property, sales procedures must be followed

that provide for competition to the extent

practicable and result in the highest possible

return.

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Dropdowns

Definitions

Sell Property/Replace Property The amount due to the Federal awarding agency

will be calculated by applying the Federal


the cost of the original purchase (and cost of any

improvements) to the proceeds of the sale after

deduction of any actual and reasonable selling

and fixing-up expenses. If the Federal award has

not been closed out, the net proceeds from sale

may be offset against the original cost of the

property. When non-Federal entity is directed to

sell property, sales procedures must be followed

that provide for competition to the extent

practicable and result in the highest possible

return.

Transfer to USFWS or to a

Third Party

The non-Federal entity is entitled to be paid an

amount calculated by applying the non-Federal

entity’s percentage of participation in the

purchase of the real property (and cost of any

improvements) to the current fair market value

of the property.

Is there a replacement

property?

Only in a circumstance where a replacement

property is provided as part of a transfer should

this be answered as "Yes".

Disposal Acreage

Disposal Compensation

Disposal Comments

Disposition Supporting

Documentation

Adjustment Acres (-/+) Adjustment of real property record due to

administrative action, updated survey, boundary

adjustment.

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Dropdowns

Definitions

Adjustment

Documentation

Adjustment Comments

Encumbrances (after grant

has closed)

Yes or No A legally binding limitation on real property,

which may lessen its value or burden, obstruct,

or impair its use, but not necessarily prevent

transfer of title e.g. ROW, easement, lease, etc.

Encumbrance Supporting

Documents

Encumbrance Comments

Change in Purpose (after

grant has closed)

Change(s) to the purpose or objectives and

expected outcomes of the real property

acquisition as it relates to the appropriate Act.

Change in Purpose

Supporting Documents

Comments Change in

Purpose

Describe why the change in purpose is necessary.

View/Upload Land Record

Documents (Deed, Legal

Description, Survey, Title,

PLSS etc.)

Real Property Reporting Indicate the date for reporting on real property

monitoring where the Federal interest in the real

property extends 15 years or longer. The

requirement is for the non-Federal entity to

report at various multi-year frequencies not to

exceed a five-year reporting period. This field is

optional for use of tracking and reporting on real

property monitoring for non-federal entities.

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Dropdowns

Definitions

Conservation Easement

Monitoring Report

Interest Comments

Overall Comments

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