ROW Vol. 1 - Procedures Preliminary to Release: ROW Maps (For State and LPA)

Section 2: ROW Maps (For State and LPA)

General ROW Map Requirements

A ROW map is a compilation of internal TxDOT data, property descriptions (which includes field notes and parcel plats), appraisal information, and improvements related to a transportation project. All property descriptions must be prepared, signed, and sealed under the supervision of an RPLS. In an agreement between TxDOT and the State Board of Land Surveying, ROW maps do not have to be signed and sealed by an RPLS. ROW maps are recognized as internal plans and management documents.

Preparation of ROW maps normally begins after obtaining schematic design approval.
During schematic design, the design engineer determines the amount of ROW required to accommodate the proposed transportation facility.
The surveyor is responsible for the boundary analysis of the proposed ROW parcels and preparation of the property descriptions, and surveyor’s reports.

All property descriptions are reviewed for necessity of acquisition, technical completeness, compliance with TxDOT guidelines and adherence to the Professional Land Surveyors Practices Act by the District. The ROW Division will conduct an administrative review of all right of way maps and property descriptions, and advise the District of any identified deficiencies found. Sample ROW map sheets and title sheets are available as guides for preparing maps. ROW Division will identify the parcels in the Right of Way Information System (ROWIS) as ready for acquisition.

All ROW map pages for a project must be uniform in size, form, and arrangement. The uniformity must conform to TxDOT standards and guidelines and include similar font styles and sizes for each map sheet, as well as a neat, readable arrangement of data on each sheet. The entire ROW map will be bound by the left margin of each sheet.

All ROW projects are authorized by the Texas Transportation Commission and include defined limits. If the Commission authorization for a project does not cover continuous procurement of new ROW, then the map must show all of the existing and new ROW.

All projects should contain the following (22-inch by 34-inch) map sheets.

Title Sheet – This sheet identifies the map. In addition to standard title sheet items, the following shall be included on the Title Sheet:
- all known utility facilities within the project, and
- a statement containing this text: “This is map is an internal TxDOT document. Its contents shall not be used for any other purpose.”
Parcel Index Sheet - This sheet shows an overall view of project parcels and plan sheets. This sheet may be omitted if all applicable data can be placed on individual map sheets.
Control Sheet - This sheet shows an overall view of the project and the relationship of primary monumentation and control. Or, this information may be included on the Parcel Index sheet.
Plan Sheets.

Once the ROW map has been reviewed, is final, and all ROW activities are complete:

all utility “U” numbers shall be shown on the Title Sheet of the final map;
the District shall send two half-scale prints of its approved final map to the ROW Division; and
the ROW Division shall request from the District a full size “original quality” map to be scanned for permanent filing.

In addition to the full size map, the District may also send an electronic copy of the ROW map to Division, if available.

For additional references for preparation of ROW maps and general surveying, see the following publications:

Reference Publications for ROW Map Preparation
Publication	Author
TxDOT Surveying Guide	Standing Committee on Surveying
TxDOT Metrication Guide	Design Division
TSPS Manual of Practice	Texas Society of Professional Surveyors
Professional Land Surveyors Practices Act Rules and Regulations	Texas Board of Professional Land Surveyors

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Metric Requirements for Existing Projects

On August 26, 1998, the TxDOT Executive Director issued a memorandum to District Engineers concerning the reversion from the Federally mandated metric units of measurement back to English units. The memorandum stated that under TEA-21, the conversion to metric on projects is optional.

Projects started in metric that can not be economically converted to English units may be completed in metric.

Common conversions from English to metric units are:

1 meter (m) = 39.37÷12 (U.S. Survey Foot) or
1 meter (m) = 3.280833333333 feet (U.S. Survey Foot)
1 hectare (ha) = 10,000 m²
1 station = 1 km (Example: 5+000.000)
Stationing intervals (to be shown on map) = 20 m.

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ROW Parcel Numbering

General Objectives in Parcel Numbering. The methodology of numbering ROW parcels must be correct and consistent to avoid problems in the appraisal process or with record maintenance through the right of way information system. Anyone preparing ROW maps must communicate regularly with the District for uniformity of methodology.

There are specifics of parcel numbering which may be unknown by surveyors or District design engineers. For example, on an urban project one or more contiguous lots may be under common ownership. If the preliminary data shows contiguous properties have a unity of use, then two or more lots may be combined into one marketable unit having one parcel number. If the appraisal data shows contiguous ownership, but do not have unity of use, then assign each lot a separate parcel number, and compute a separate value for each.

Rural projects are usually handled the same as urban projects, with focus placed on the parent tract. A parent tract is simply defined as a single property not divided by a public way or platted as a subdivision. However, a parent tract may be defined by several smaller purchases that compose one large tract of land under one ownership. In addition, one parcel may be comprised of more than one part. For additional guidance, see the examples.

Usually, properties divided by existing public ways or by separate ownership are considered separate parcels, although they may have common ownership. However, sometimes the unity of use supports combining parcels. In this case, assign the whole property one parcel number, with each divided tract being an associated part.

Standard Numbering System for ROW Parcels. Number ROW parcels from left to right on each ROW map sheet, based on ownership and land use data available when the preliminary map is prepared. Parcel numbering should begin with number 1 and continue in sequence throughout the limits of the project. If practical, the stationing should increase from south to north and west to east; or, it should match stationing on the schematic.

This system is typically easier to use on rural projects than on urban projects, because rural parcels are often comprised mainly of larger tracts having the same ownership for many years.

Sometimes, variation of the number sequencing is acceptable due to hardship acquisitions or protective buying.

The following are examples and explanations to clarify the standard parcel numbering system:

Parcel Numbering System
Example	Parcel No.	Explanation
1.	1, 2, 3, 4, etc.	Normal parcel numbers. See Samples 1, 2, 3, 4, and 5A.
2.	58(E)	Usual outfall or channel easement. Easements of this type are located outside of actual ROW and differ from ROW easements sometimes acquired on County/City acquisition projects which are shown as normal ROW parcels. See Sample 1A.
3.	2-Part 1 Part 2	One parcel composed of two parts. Both parts will be included in a single appraisal report, only one value will show on value forms, and only one deed and one title policy or title certificate is to be obtained. See Sample 5.
4. -	3(E)-Part 1 Part 2	Two channel or outfall easements from one tract. Same as Example 3 except that a channel or outfall easement is involved rather than a ROW parcel. See Sample 2.
5. -	2 2(E)	Normal parcel with one outfall or channel easement. See Sample 1.
6.	3 3(E)-Part 1 Part 2	Normal parcel with two channel or outfall easements. Each appraiser will make one report setting out separate values for the ROW parcel and the easements. Values for both easements will be combined into one value on value forms. One deed and one title policy or title certificate will be obtained for the ROW parcel and only one instrument of conveyance and one title policy or title certificate (State Acquisition Projects) will be secured for the channel easements. See Sample 2.
7.	2A 2B	Normal Parcel No. 2 divided into two parcels. Could be caused by error in original numbering or due to part of original parcel having been sold since ROW map was prepared. See Sample 6. The original Parcel No. 2 cannot be used alone again.
8.	2A(E) 2B(E)	Usual outfall or channel easement divided when parcel as in Example 6 is divided. See Sample 6.
9.	2A 2A(E) 2B 2B(E)-Part 1 Part 2	Parcel divided with one easement with one parcel and two easements with second parcel. See Sample 7.
10.	26-Part 1 Part 2	Sample 8 shows parent tract in two counties and two projects with one parcel number divided into parts. Only one appraisal but division of values. This is applicable to both State and LPA acquisition projects and also to a combination involving both State and LPA acquisition on a project.
11.	33(RR)	Crossings held in joint use with a railroad (operating railroad ROW) by joint use agreement, license, or permit should be numbered in the same manner as a regular parcel of land with the addition of the designator "RR" (e.g., parcel 1RR). To be used for crossings only!
12.	34(JUA)	Joint Use Agreement – Joint use of TxDOT right of way with others..
13.	57(W)	Wetlands - used for property that is acquired for wetland mitigation.
14.	30(X)	Overlooked Improvement - used when a parcel has been acquired and an overlooked improvement (e.g., private water, water well, root cellar, etc.) is found on the parcel that still needs to be removed).
15.	16(TE)	Temporary easements acquired through the normal acquisition process.
16.	28(M)	Mitigation: Environmental mitigation except wetlands.
17.	1(AC)	Access rights only. NO ROW TO BE ACQUIRED! See Sample 9.
18.	71(OAS)	Outdoor Advertising Sign Only – NO LAND ACQUISITION!
19.	1AAQ	Advance Acquisition Parcel – acquired in advance of ROW project release.
20.	Tract 4UR	An uneconomic remainder parcel.
21.	U1	A number assigned to uniquely identify a utility facility; does not involve land.

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ROW Map Components

Title Sheet. On the title sheet, include:

Area map large enough to show project location and nearest major collectors in the area
Highway numbers
County or counties
Federal project number (if applicable)
Construction CSJ number(s). If there is more than one CSJ, tabulate the numbers in the heading with the lowest number shown first, and show CSJ and station numbers at break points with arrow indicators.
ROW CSJ number
Authorized ROW project limits as setup in DCIS
Project length
Scale of the area map (with bar scale)
North arrow
Station numbers for the beginning and ending of the project, and station equations.
Reference to previous ROW projects in the same location if applicable.
A listing of all known utility facilities.
Datum Statement including metadata, basis of bearings and coordinates, adjustment factor used for converting from grid coordinates to surface coordinates, rotation angle (if applicable), and original monument description.
Signatures of appropriate signing authorities.
- For initial submission: The District Surveyor or Right of Way Administrator will sign recommending acquisition after a technical review for compliance with TxDOT procedures and Texas Board of Professional Land Surveyors' rules and regulations is completed.
- For initial submission: The Area Engineer or Design Engineer will sign recommending acquisition after a review for conformance with the design schematic and verifying the proposed acquisition is adequate to build the proposed transportation facility.
- For final ROW map submission: The District Engineer or designee will sign for final approval verifying ROW activities are complete as shown on the final ROW map.

Electronic copies of standard title sheets are available at each District and should be used.

Standard TxDOT symbols should be used to the greatest extent possible. Any variation from these standardized symbols should be approved by the District Right of Way section. The advent of graphics software for preparing construction plans and ROW maps now makes it necessary to utilize the TxDOT2K downloadable cell library for symbol standardization.

Differences between an English title sheet and a metric sheet are stationing and presence of dual units on the metric sheets. For example, show an English unit station as 276+13.70, and show a metric station as 4+754.880. When using dual units, show project length in meters and kilometers, with the equivalent feet and miles shown in parentheses. An example of dual units follows:

NET LENGTH OF PROJECT = 1,981 Meters (6,500 feet) = 1.981 Kilometers(1.231 miles)

At the bottom center of the title sheet, directly under the note on station equations, include a statement labeled "NO EXCEPTIONS". Normally, there will be no exceptions on a ROW project. If there are areas where no new ROW will be purchased, insert a note on the title sheet stating that "NO ADDITIONAL ROW WILL BE REQUIRED FROM STATION _______ TO STATION ________."

Parcel Index Sheet. For larger projects containing four or more plan sheets, show plan sheets and parcels on a large-scale view of the project. The sheet may also include a chart identifying parcel numbers, land owners, and plan sheet numbers where parcels may be easily located.

Control Sheet. The control sheet may be used to identify the primary control used in preparation of the project. Include the following: the basis of datum, any monumentation set for control, the baseline data throughout the project, and any other relevant metadata (i.e., history data).

Plan Sheets. The most important factor in preparing a plan sheet is to place data on plan sheets so it is easy to read and understand, even by a person with limited surveying or engineering experience.

Draw plan sheets at a scale of 1"=100' or 1"=50' for ease in scaling half-size drawings. Usually, the base map for a ROW plan sheet is the aerial planimetrics. Plan sheets need to show information on existing ROW, adjacent properties, and proposed parcels.

Existing Information. On each plan sheet, show the following:

existing ROW (bearing and distance) through the entire project length, even in areas where no new ROW is needed. In areas where new ROW is only needed on one side, the ROW on both sides of the new facility needs to be delineated and monumented (include recorded plat or deed reference).
existing ROW monuments;
record ownership data of adjacent properties
PCs, PTs and PIs (show and label);
existing utility lines and easements (deed reference, if available);
existing improvements such as buildings and fences, etc.;
potential obstructions and/or encroachments. (Locate any improvements within 25 feet of the new ROW line. This will assist appraisers in determining damages to the remainders of properties.)
survey lines (show and label);
city limit lines (show and label);
county lines (show and label);
existing public roads, streets and alleyways (include recorded plat or deed reference);
existing drainage or channel easements (include recorded plat or deed reference);
the whole property relative to existing and proposed ROW. If the whole property is too large to fit on the map sheet at the sheet scale, draw an inset at a smaller scale or not to scale with a note stating "N.T.S."

Proposed Information. On each plan sheet, show the following:

new ROW lines
new ROW markers
portions of the proposed design. Although a ROW map is not to be used to construct a highway, you should show, by a single line, the following proposed items or additional topography information:
- frontage roads
- main lanes
- connecting ramps

When control of access is used, it should be described in a recorded deed, and shown on the right of way maps and property descriptions. See parcel example 9 for a visual depiction. Limits of denied access should be staked on the ground, and shown on the property description and field notes. Access control descriptions must be signed and sealed by an RPLS.

Parcel Information. For each ROW parcel acquired, show the following information:

property owner name;
parcel number;
parent tract;
type of conveyance (e.g., deed, judgment) - for final ROW map;
recording information (after acquisition) - for final ROW map;
station to station limits and offset to new ROW line;
area in acres and/or square feet (utilize the Texas Society Manual of Practice to determine the accuracy used for calculating square footing based on the category and condition of survey you are completing);
area of remainder (calculated from deed reference only);
property lines, (show and define by bearing and distance relative to existing and new ROW lines);
a bearing and distance to a monumented corner outside the area to be acquired. If the corner is defined as a point of commencement (POC) in a property description, then show the letters P.O.C. on the map to reference the corner.

A metric project map must contain the same detailed existing and proposed information as an English project map. Use the following information when preparing a metric map:

For urban projects, use a scale of 1:200 or 1:500.
For rural projects, use a scale of 1:1000.
Survey stationing increasing from west to east and south to north. The 100-foot station will be replaced with the 1-kilometer station.
1 station = 1,000 m = 1 km

Example: 1+000.000 (1+00.00 English)

Normal station intervals are 20 meters; however; 50-meter intervals are acceptable if more practical.
Show dimensions and areas on metric ROW maps in dual units. Show the metric unit first, followed by the English equivalent in parentheses. If the recorded English equivalent is different from the survey-analyzed English dimension, then show the recorded dimension in brackets. This means that some property lines or existing ROW lines may need to show as many as three distances for one line.
Show area tabulations in dual units, with the metric unit first followed by the English equivalent in parentheses. Insert a note on the map sheet stating that English units are provided for information only.

Chapter 4 of the TxDOT Metrication Guide gives detailed instructions for metric projects and examples for preparing ROW maps.

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ROW Maps for Utility Relocation Projects

Projects that require only utility relocations without parcel or easement acquisition may be submitted with only a ROW map title sheet as shown on the example, and should include the following:

ROW CSJ Number
A distinct label stating “For Utilities Only”
Project limits with beginning and ending stationing.
Plan sheets showing utility facilities (optional)
All known utility facilities listed by name.