WSFR Lands Update WSFR Land Record Reconciliation Wildlife

WSFR Lands Update WSFR Land Record Reconciliation Wildlife and Sport Fish Restoration Program Lands Team Alex Coley May 9, 2018

Real Property Record Reconciliation OIG/Fiscal Training Colleen Sculley, Chief Region 5 Jim Hodgson, Chief, Region 3 Wildlife and Sport Fish Restoration April 2017

Desired Outcome • Discuss requirements and brainstorm BMP's for land record keeping

Brief History • Land Reconciliation was first included in audit Scope of Work 2002 -2006 cycle to address the following: • The adequacy of the State Agency’s asset management system and related internal controls with regard to purchasing, control and disposal • Early findings for land reconciliation were the result of State Agency records not identifying grant funded lands.

Brief History Continued • Memo to states agencies in 2007 from Acting Director of the USFWS requesting the following: • state agencies must maintain a real property inventory that is • • • accurate and complete. the real property system identifies the funding source that agency staff are aware that they must continue to use land for its approved acquisition purpose. field managers have the ability to identify lands purchased with federal funds field managers are inspecting these lands regularly to ensure they meet federal requirements. procedures for real property disposal conform with federal requirements.

WSFR Land Record Reconciliation Lands Team – September 2017 Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Land Reconciliation Best Management Practices Process Resolution Wildlife and Sport Fish Restoration Program Lands Team

What we actually reconcile: All fields in lands database LAND ID STATE GRANT# PROPERTY NAME SELLER QUANTITY UNIT (ACRES OR ACRE FEET) STATE HISTORY # TRANSACTION DATE YEAR TRANSACTION TYPE INTEREST TYPE TRANSFER TYPE PURCHASE AMOUNT FEDERAL SHARE STATE SHARE TOTAL COST APPRAISED VALUE RAW LAND COST RELOCATION COST MISC COST AFA ID# RECONCILIATION COMMENTS CONVEYANCE DOCUMENTS (linked documents) SUPPORTING DOCUMENTS (linked documents) MAP (linked documents) ADDITIONAL DOCUMENTS (linked documents) ACQUISITION PURPOSE COUNTY LOCATION (PLS) APN #

County NOFP Title Opinion Tract Name Lat/Long Purchase Price Unit (acre/acre feet) Relocation Cost Grant ID Year Transaction Date Seller State Share Maps Quantity Federal Share Metes and bounds Appraised Value Total Cost State ID # Title Policy Survey WMA/Facility Acquisition Purpose CFDA Interest Type Performance Report Transaction Type Settlement Sheet PLSS Deed

WSFR Program Lands Update Best Management Practices Property Identification Funding Source(s) Property Size Wildlife and Sport Fish Restoration Program Lands Team

PLSS Year Purchase Price Tract Name Federal Share County State ID # Lat/Long Metes and bounds Total Cost Seller Settlement Sheet State Share Appraised Value Transaction Date NOFP Grant ID WMA/Facility Acquisition Purpose CFDA Performance Report Transaction Type Grant Documents Relocation Cost Title Opinion Title Policy Maps Survey Cubic feet per second Unit (acre/acre feet) Deed Interest Type Quantity

WSFR Program Lands Update Property Identification Grant Number Name County & Location Seller Interest Type Acquisition Date Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Funding Source(s) Federal Grant Number(s) Grant Program(s) Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Property Size Acreage Water Rights Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Acreage Reconciliation Process Data Comparison Discrepancies Hierarchy Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Data Source Hierarchy Survey Regional Engineer/Other Review Recorded Deed Title Policy/Opinion Final Performance Report Arbitrary Agreement Wildlife and Sport Fish Restoration Program Lands Team

WSFR Program Lands Update Resolution “Land records are considered reconciled when WSFR and the non-Federal agency have identified all WSFR-related properties in their respective record systems and there is documented agreement regarding property identification, funding source, and property size or water rights. ”

WSFR Program Lands Update Resolution Reports Resolved Identified and in Progress Further Work Required Wildlife and Sport Fish Restoration Program Lands Team