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					          Local Grants Program
Reimbursement Manual – Acquisition Projects




       Minnesota Department of Natural Resources
           Office of Management and Budget
                                     CONTENTS


INTRODUCTION

REIMBURSEMENT BASIS FOR FINANICAL ASSISTANCE

LAND RETENTION REQUIREMENT

GRANT ACCOUNTING AND RECORD RETENTION

DOCUMENTATION OF PROJECT COSTS

ACQUISITION PROCESS

FORMS

      Reimbursement Request Form

      Project Cost Summary Sheet

      Force Account Labor Summary

      Force Account Equipment Record

      Force Account Materials Record

      Volunteer Labor Record

      Donated Equipment Use Record

      Project Documentation Checklist




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Introduction
This booklet contains the forms you must use to receive reimbursements from the Local Grants
Program. If you have questions about the policies or need help completing the forms, please call
the DNR contact person assigned to your project

Reimbursements
Payment of grant funds to the grant recipient is by reimbursement only. The grantee must
initially pay project expenses, which are then reimbursed under the terms of the grant agreement.
 To obtain the total grant amount approved for a project, the grantee must document actual
project expenditures equal to or greater than the estimated project cost (grant + match) identified
in the grant agreement.

No more than three payment requests may be submitted for the project covered by the grant. The
final payment request must be submitted within sixty days of the project end date specified in the
grant agreement.

Reimbursements for your project will be based on the grant agreement, which contains the
project description and cost breakdown. Any changes to the project description or significant
changes to the cost breakdown must be submitted to and approved by the state’s authorized
representative identified in the grant agreement. Failure to notify the state’s representative prior
to initiating a change in the project could jeopardize receipt of the funds approved for the project.

Land Record Requirement

After the land has been purchased, the project sponsor must have a condition recorded on the
deed. The permanent record requirement is made part of the grant agreement and requires the
grant recipient to file a condition with the deed indicating that the property will be managed and
maintained consistent with the purpose identified in the application and that the property may not
be used for any other purposes without written approval form the Commissioner of the
Department of Natural Resources. The exact language required for each program is identified in
the grant agreement.

Grant Accounting and Record Retention
The grantee is responsible for maintaining fiscal controls and fund accounting procedures that are
based on generally accepted accounting standards and principles. The following practices should
be used:
    1. Establish separate accounts and supporting documents for this grant project.
    2. Itemize records of project expenditures in sufficient detail to show the purpose of the
       expenditure.
    3. Cross-reference each expenditure with the supporting purchase order, contract voucher, or
       invoice. These supporting documents should contain the signature of the individual
       authorized to approve such expenditures.
    4. Maintain payroll vouchers for salaries and wages. All employees working on a grant
       project should fill out daily timesheets or ‘log books’.

   5. Maintain records on grantee-owned equipment used on the project. The records should


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       include the time the equipment was actually used for the project and documentation of the
       charged use rate.

   6. When payment of project expenditure is by warrant check, the warrant check should be
      properly identified with the project item and number written on the check.

All accounting records, project agreements, and correspondence related to the grant should be
maintained by the grantee in a separate project file. All records related to your grant must be
retained for a minimum of six years following project completion and final payment. The
records shall be subject to examination and audit as stated in the grant agreement.

Documentation of Project Costs
General policies regarding project costs:
   1. Costs incurred prior to the effective date of the grant agreement are not eligible for
      reimbursement.
   2. Costs for administration of the project are not eligible for reimbursement unless
      specifically allowed under the grant agreement.
   3. The non-state matching contributions to the project may consist of cash, grantee labor,
      volunteer labor, purchased or donated materials and services, or equipment use.


Acquisition Process
The grantee must complete the following steps in order:
   1. Provide the landowner(s) with a copy of the Statement of Just Compensation form for
       review and signature. This statement is not an offer to buy or an acceptance to sell.
       Information provided on this form includes the recommended market value and
       notification of the relocation assistance requirements.

   2. Provide the landowner(s) with the Written Offer to Purchase form, which must contain
      the recommended market value. Following the landowner(s) review and signature of this
      form, you may begin to negotiate the selling price for the land to be acquired.

   3. Provide the landowner(s) with the Statement of Owner form for completion and
      signature.

   4. If the landowner(s) accepts an amount that is less than or greater than the recommended
      market value, he/she must complete and sign the Statement of Difference in Value form.
      Signature of the form by the landowner(s) constitutes his/her waiver of the right to just
      compensation.

   5. Transfer the title and record the Land Record Requirement.

   6. After the title has been obtained, have your attorney complete the Attorney’s Certificate
      of Title and 5-Year History of Conveyance form.

   7. If the local sponsor and the landowner(s) are unable to negotiate an agreement for the


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       purchase of the land, the local sponsor may, if authorized by law, institute eminent
       domain (condemnation) proceeding. In this case, the above forms are not required.
       Instead submit a copy of the Report of the Commissioners (court award) and a copy of the
       warrant check(s) paying the landowner(s).

   8. Submit your request for payment of funds. Complete the Acquisition Project Summary
      Sheet, Payment Request Form, and include the above-signed forms. As a final step,
      complete the Acquisition Cost Documentation Checklist to ensure you have assembled all
      the materials required for a payment request.


Forms You Must Submit to Receive Payments

Payment Request Form
A Payment Request Form must be submitted for each payment request and serves at the cover
sheet.

Project Cost Summary Sheet
The Project Summary Sheet comes next. Use it to list each payment.

Warrant Checks – A photocopy of the grantee’s warrant check must be submitted with each
payment to provide evidence that the land acquisition was actually paid for by the grantee.

Statement of Just Compensation
This form must be completed based on the approved appraisal values and signed prior to the
transfer of the property. Landowner must be advised of the Uniform Relocation Assistance and
Real Property Acquisition Policies Act of 1970, and MN Statues 2002, section 117.52h and that
this acquisition is in compliance with the Act. The copy of the Act can accessed from
http://www.fhwa.dot.gov/realestate/act.htm.

Written Offer to Purchase
This form must be completed and sign based on the approved appraised value of the property.
The landowner may accept a value higher or lower than the appraised value but must be offered
the appraised value.

Statement of Owner
This form must be completed to document that the owner was given the opportunity to
accompany the appraiser when the property was appraised and the statement of the property
owner to consider an offer equal to, less than or greater than the approved appraised amount.

Statement of Difference in Value
This form must be completed if the purchased amount is greater than or less than the approved
appraised amount.

Attorney’s Certificate of Title and 5 Year History of Conveyance
This form must be completed after the land has been acquired.


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Forms
The following blank forms are available for use. You may fashion your own forms so long as
they contain the same information.
     Reimbursement Request Form
     Project Cost Summary Sheet
     Statement of Just Compensation
     Written Purchase to Offer
     Statement of Owner
     Statement of Difference in Value
     Attorney’s Certificate of Title
     Project Cost Documentation Checklist

Please make copies of the blank forms as necessary. Retain a copy of all completed forms with
your project file.




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Reimbursement Request Form

Project Number                 Grant Recipient                           Project Name


                                                      Address for Payment:
Request Number ___________

Period for which funds are being requested:

From: _____/_____/_____ To: _____/_____/_____


Amount of Request $ __________________
                                                      I certify that I am the individual authorized to request funds
                                                      and that all costs reported are in accordance with the grant
                                                      agreement.

                                                      _______________________________________________
                                                      Signature                      Date

                                                      _______________________________________________
                                                      Name                           Title


                                                      Phone Number: _______________________________

Remarks:




                                          For Department Use Only
                                                              FY                        Vendor Number (9)
I certify that the goods and/or materials covered by this
claim have been inspected and received or the services have
been preformed and are in accordance with the grant           Dept                      Invoice # (20)
agreement, and payment therefore is recommended.
                                                              R29
                                                              P.O. #                    Line #           Object #
Payment approved in the amount of $ _________________

                                                              Payment
By ____________________________________________               Amount:

                                                              Transaction Date/No.      Dept. Auth. Signature
Date ____________________




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Project Cost Summary Sheet

Attach copies of all invoices, warrant checks, and summary sheets

  Date                   Parcel Number                 Invoice or   Amount      For
                                                        Check #              State Use
                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

                                                                    $

Total Cost                                                          $




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Statement of Just Compensation

Please complete one form for each parcel to be acquired. This form must be signed and dated by the landowner(s) prior to the
transfer of the property title to the local sponsor.




Project Name                                           County                                  Parcel Number from appraisal



Landowner’s Name                              Mailing Address                                                 Phone Number

Please provide a breakdown of the land acquisition costs to the extent that they are detailed in the appraisal report. For
example, the appraisal report may give a separate per acre value for wetland acres and development acres.

Contiguous Ownership consists of ______ Acres                         Acquisition consists of _____ Acres


____ Acres @ $ ______ / _____ for Total of $____________              ____ Acres @ $ _______ /_____ for Total of $___________

____ Acres @ $ ______ / _____ for Total of $____________              ____ Acres @ $ _______ /_____ for Total of $___________


Special Damages or Special Elements (as stated in the appraisal report):

________________________________________________________________________________ $_________________

________________________________________________________________________________ $_________________

________________________________________________________________________________ $ ________________




           RECOMMENDED MARKET VALUE AS OF _____________________________:                                $__________________




I have received a copy of this resume and the Act (Uniform Relocation Assistance and Real Property Acquisition Policies
Act of 1970, and MN Statues 2002, section 117.52) has been explained to me.



Signature of Local Sponsor or Representative                                                          Date



Signature of Landowner(s) or Representative                                                           Date




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Written Offer to Purchase

Please complete one form for each parcel to be acquired. This form must be signed and dated by the landowner(s)
prior to the transfer of the property title to the local sponsor.




  Local Sponsor _________________________________________                 County Name _____________________

  Project Name ___________________________________________________________________________

  Parcel Number ________________ Landowner(s) Name _________________________________________




The sponsor submits to you an offer of $ _____________________, which is the appraised fair market value of the
referenced property and/or certain rights therein, disregarding any change in the before value of the property caused
by the proposed parkland acquisition.

The various conditions upon which the sponsor’s appraisal of fair market value are based within the appraisal itself.
Also, attached is a legal description of the property and/or rights to be acquired.

Minnesota law also provides that the owner and/or occupants of property being acquired will be reimbursed for the
actual cost of moving personal property and for certain incidental costs incurred by the property owner in
transferring title to the local sponsor. The sponsor should have already advised you of the eligible relocation costs.

If you decide to accept the sponsor’s offer, the parcel will be acquired by direct purchase and you will be paid upon
satisfactory evidence of a merchantable title.

This letter is furnished to inform you of your rights in this land acquisition. Signing this acknowledgement does not
in any way commit you to an acceptance of the offer.

Receipt is acknowledged of this letter known as the Written Offer to Purchase.




 Signature of Local Sponsor or Representative                                                         Date



 Signature of Landowner(s) or Representative                                                          Date




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Statement of Owner

Please complete one form for each parcel to be acquired. This form must be signed and dated by the landowner(s)
prior to the transfer of the property title to the local sponsor.



If the following statements are true and apply to you, put an X in the box:

    1.   I was given the opportunity to accompany the appraiser as he/she appraised my property

    2.   Among the following statements, please answer only the one that applies to you:

             A. I have accepted an amount that equals the amount in the approved appraisal.

             B. I have accepted an amount which is less than the appraised value, but I am satisfied
                 that I will be receiving a fair price for my property and will provide a Statement of
                Difference in Value form.

             C. I have accepted an amount which is greater than the appraised value and will provide
                a Statement of Difference in Value form.




Signing this statement by the landowner(s) does not constitute an acceptance of an offer to buy.



Signed: _______________________________________________                  Date: ___________________________




   Local Sponsor: If the landowner(s) has accepted an offer which is less or greater than the certified
   appraisal, he/she must also complete the Statement of Difference in Value form.




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Statement of Difference in Value

Please complete this form for each parcel acquired for either more or less than the appraised value. This form must
be signed and dated by the landowner(s) prior to the transfer of the property title to the local sponsor.

An appraisal, if competently completed by a fee appraiser, should be an acceptable estimate of the property value. It
cannot be assumed, however, to be an absolute statement of value. The negotiation between a willing seller and a
willing buyer will often set a price that is higher or lower than the appraised valuation.

When the negotiated price differs from the appraised valuation, the landowner shall provide a detailed and well-
documented statement of this difference. This statement should explain why the appraisal may not reflect the true
value and what steps were taken during negotiations took to establish the true value.

Within the following space, please write your Statement of Difference in Value as it relates to the above explanation.




                                             _________________________________________________________
                                             Signature of Landowner(s) or Representative       Date




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Attorney’s Certificate of Title/5 Year History of Conveyance
The Attorney’s Certificate of Title and 5 year History of Conveyance form provides a description of the title for the
property acquired by the Local Sponsor. Please complete one form for each parcel acquired.


County of ____________________________________

I certify to the State of Minnesota that I have examined the title to the real estate described as shown by the records
in the office of the Register of Deeds, Registrar of Titles, County Auditor, and County Treasurer and, as shown by
said records, it is my opinion that the title to the following described tract: (use additional sheet if necessary):




______ of Section _______, township _______ north, range _______ west, ________________ County, is at the
date of this opinion in the following named local unit of government: If title is registered, so note and give the
certificate number.

Local Unit of Government               Nature of Interest        Date Acquired            Book/Page and/or Doc. No.




                                       5-YEAR HISTORY OF CONVEYANCE

During the past 5 years, the title to said property was in the following named persons:

Name              Nature of Interest          Date Acquired      Book/Page and/or Doc. No.            Name of Spouse




                                                        __________________________________________________
                                                        Signature of Attorney                      Date

                                                        __________________________________________________
                                                        Name of Attorney

                                                        __________________________________________________
                                                        Address




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Project Cost Documentation Checklist

The checklist contains all of the items that must be included with each payment request. Please
use the checklist to ensure that your payment request is complete.


 For all projects, the local sponsor must submit the following:

         1 copy of the Payment Request Form

         1 copy of the Project Summary Sheet

 _____ 1 copy of the recorded land retention requirement


 For each parcel listed on the Project Summary Sheet, the local sponsor must attach the following cost
 documentation:

         1 copy of the Warranty Deed(s) with Land Record Requirement recorded.

         1 copy of the each warrant check

         1 copy of each Statement of Just Compensation form

  _____ 1 copy of each Written Offer to Purchase form

        1 copy of each Statement of Owner form

 _____ 1 copy of each Difference in Value form, if applicable

 _____ 1 copy of each Attorney’s Certificate of Title and 5 Year History of Conveyance form




 In the case of acquisition by eminent domain (condemnation), the local sponsor must submit the following cost
 documentation:

          1 copy of each Report of the Commissioners (court award)

          1 copy of each warrant check




 If the project has been amended to either "increase" or "decrease" the number of acres acquired, the local sponsor
 must provide the following:

          2 copies of an "As Acquired" site/boundary map




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