25 CFR 169 BIA Procedural Handbook What is an Easement vs RightofWay An easement is a right one has in the land of another created by a grant reservation agreement prescription or necessary implication ID: 628324
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Slide1
Rights-of-Way Over Indian Lands
25 C.F.R. 169
BIA Procedural HandbookSlide2
What is an Easement vs. Right-of-Way
An
easement
is a right
one has in the land of another created
by a grant, reservation, agreement, prescription or necessary implication.
Easement of necessity – granted by a court when it is determined said easement is absolutely necessary for use and enjoyment of land (landlocked parcels, commonly).
Prescriptive easement – granted by a court upon the presumption that a written easement existed after a period of open and continuous use of the land.
A
right-of-way
is a strip of land
(noun)
used
or
the right granted to pass over the land of another
(verb).Slide3
When is an approved grant of easement for
right-of-way required?
When a project encumbers restricted trust land (allotments), regardless of who is the applicant.
When a project encumbering Tribal or restricted trust land is funded by a source requiring title evidence of encumbrance.
When the grantee of easement over Tribal land is an entity outside the tribal government.
When NEPA requires Federal action.
When the landowner requires or desires title evidence of encumbrance.
When there is a change in location or status of a previously granted right-of-way.Slide4
What
are the requirements to obtain easement?
Required Documents
Pursuant to 25 C.F.R.
§
169 and national and regional policy and procedure, these documents are required to process an application for right-of-way.
Application for Permission to Survey
+
Authority of Officers to Execute Documents
+
Land Description Review
+
Consent of Landowner For Survey
+
State Certified Corporate Charter*
+
Certified Copy of Resolution or By-Laws*
+
Articles of Partnership or Association*
+
State Business License*
+
Damage Deposit (double estimated)*
+
Title Status Report
+
Right-of-Way Application (in triplicate)
+
Survey Plat (in triplicate)
+
Field Notes
+
Applicant’s Certificate
+
Engineer’s Affidavit
+
Landowner’s Consent for Right-of-Way
+
Field Inspection (notes)
+
Appraisal
+
NEPA Document
+
(Evidence of) Consideration for Rights Granted (compensation)
=
Grant of Easement for Right-of-Way
*if applicableSlide5
Where
do I start?Slide6
W
here
is the land?
Identify land affected by
the
proposed
right-of-way
Step
1: Land title
status
The Applicant submits the Request for Title Status Report as well as maps of general location to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide7
Who is the applicant?
Step
2: Evidence of Authority of Officers to Execute Documents
The
Applicant will submit the Evidence of Authority
form and other applicable documents to:
Self-Governance
Tribal Realty Department
638 Tribes BIA Realty DepartmentSlide8
Who is the landowner?
Land ownership defined:
Allotments (restricted trust land)
Usually multiple owners on title, which can include tribal government ownership. Consent must be obtained by majority.
Tribal Trust Land
Land held in trust by the United States of America for the Tribe or Band. Tribe or Band consent for its members/constituents.Slide9
How
does the landowner
g
ive consent?
Allotted (restricted trust land)
Individual consent forms obtained by the applicant.
Tribal Trust Land
Tribal government grants consent by Tribal Council Resolution.
**** Requirements that must be identified in the Resolution:
1.) Term (Length of time)
2.) Compensation
3.) Legal DescriptionSlide10
Please familiarize yourself with …169.1 – Definitions
169.2 – Purpose and scope of regulations
169.3 Consent of landowners:
(
a) No right-of-way (or permission to survey) shall be granted across tribal land without prior written consent of the Tribe (Band).
(b) No right-of-way (or permission to survey) shall be granted across individual trust land without prior written consent of the landowners
and
approval of the Secretary –
with the following exceptions:Slide11
169.3 Consent of landownerscontinued
(c) The Secretary may issue permission to survey and may grant rights-of way over individually owned lands
without consent
when:
Owner is a
minor
or
non compos mentisFor non-consent/non-response with majority consent of landowners
Whereabouts unknown
Undetermined heirs
(un-probated estate of deceased owner)
Highly fractionated land
where grant of right-of-way will cause no substantial injury to land or any owner thereof.Slide12
How is consent shown?
Step 3: Evidence of landowner consent
Landowner consents for survey (either individual or by Tribal Resolution or both) are obtained by the Applicant, and are submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide13
Permission to survey for right-of-way is granted.
Step 4:
Application for permission to
survey
Permission to survey application, accompanied by evidence of landowner permission, damage deposit (where applicable) and other applicable documents, is submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide14
169.4 Permission to survey
Anyone desiring to obtain permission to survey for a right-of-way across individually-owned, tribal or Government land must file a written application with the Secretary. The application shall:
Adequately describe the proposed project, including purpose and general location, and
be accompanied by the written consents required by 169.3, and
Demonstrate satisfactory evidence of the good faith and financial responsibility of the applicant, and
Be accompanied by a check or money order for twice the estimated damages as a result of the surveySlide15
169.4 Permission to surveycontinued
The Application shall also contain:
Indemnification agreement against liability by the US, landowners and occupants of land for injury or loss of life as a result of the survey.
If applicant is an agency or instrumentality of state or Federal Government, damage deposit is waived (per Federal law).
Corporate applicants must provide copy of corporate charter or articles of incorporation, certified copy of resolution or bylaws authorizing application.
If applicant is located in a different State, certificate that Applicant is authorized to do business from applicable State.Slide16
Permission to survey
BIA Realty reviews materials submitted for permission to survey. If a complete application for permission to survey, with supporting documentation and landowner’s consent, is received, BIA Realty grants Applicant permission to survey. Typically this approval is granted via a letter to the applicant.
BIA Realty recommends that the Applicant also requests permission for appraisal when seeking permission to survey.
Permission to survey is not permission to construct!Slide17
638 Tribes
BIA Realty
Department
Application Process – Phase 1
Start
STOP
Permission to Survey Granted by BIA Slide18
Completion of survey
Step 5: Surveying trust lands
Upon approval of application for
permission
to survey, the Applicant will perform a survey on the affected land. Completed surveys are submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty Department
Upon receipt of the survey, it will be submitted to the Bureau Indian Land Surveyor (BILS) for a Legal Description Review (LDR) and approvalSlide19
169.6 Maps(a) Maps shall accompany the right-of-way application. Field notes shall also accompany the application. The width of the right-of-way shall be clearly shown on the maps.
A separate map shall be filed for each section of 20 miles of right-of-way. The map of the last section of right-of-way may include any excess of 10 miles or less.
The scale of maps showing the line of route normally should be 2,000 feet to an inch, but can be drawn to a larger scale when necessary.
Maps shall show the allotment number of each allotted tract, and shall clearly designate each tract affected, listing sections, townships and ranges of lands crossed.
SurveysSlide20
169.7 Field Notes
Field notes of the survey shall appear along the line indicating the right-of-way on the maps, unless the maps would be too crowded to be easily legible, in which event the field notes may be filed separately in such form that they may be folded readily for filing. Where field notes are placed on separate paper, it will be necessary to place on the maps only a sufficient number of station numbers so as to make it convenient to follow the field notes. The field notes shall be typewritten, and be sufficiently complete so as to permit the line indicating the right-of-way to be readily retraced on the ground. They shall show whether the line was run on true or magnetic bearing, and in the latter case, the variation of the needle and the date shall be stated. One or more bearings must be given. The 10-mile sections must be indicated and numbered on all lines of roads submitted.Slide21
169.8 Public Survey
The terminal of the line of route shall be fixed by reference of course and distance to the nearest existing corner of the public survey. The maps, as well as the engineer’s affidavit and the applicant’s certificate, shall show these connections.
When either terminal of the line or route is upon
unsurveyed
land, it must be connected by traverse with an established corner of the public survey if not ore than 6 miles distant from it, and the single bearing and distance from the terminal point to the corner computed and noted on the maps, in the engineer’s affidavit and the applicant’s certificate. The notes and all data for the computation of the traverse must be given.Slide22
169.9 Connection with natural objects
169.10 Township and section lines
When the distance to an established corner of the public survey is more than 6 miles, this connection will be made with a natural object or a permanent monument which can be readily found and recognized, and which will fix and perpetuate the position of the terminal point. The maps must show the position of such mark, and course must be given an accurate description of the mark and full data concerning the traverse, and the engineer’s affidavit and the certificate on the maps must state the connections.
Whenever the line of survey crosses a township or section line of the public survey, the distance to the nearest existing corner shall be noted. The maps shall show these distances and the station numbers at the points of intersection. The field notes shall show these distances and the station numbers.Slide23
Rights-of-Way over Indian Lands
169.11 Affidavit and certificate
There shall be subscribed
on the maps
of definite location an
affidavit executed by the engineer
who made the survey and a
certificate executed by the applicant
, both certifying to the accuracy of the survey and maps and both designating by termini and length the line of route for which the right-of-way application is made.
Maps covering roads built by the BIA which are transferred to a county or State government shall contain an affidavit as to the accuracy of the survey executed by BIA; the affidavit is by an authorized county or State officer who certifies acceptance of the transfer and satisfaction with the accuracy of the survey and maps.
Slide24
Affidavit and Certificate
Step 6: Submit Engineer’s Affidavit and Applicant’s Certificate
If not published within survey maps, these documents are executed separately, and submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide25
Environmental compliance
Step 7:
NEPA
compliance
The
Applicant will complete the National Environmental Policy Act (NEPA) Environmental Assessment Questionnaire and submit
to:
Self-Governance
Tribal Realty Department
638 Tribes BIA Realty DepartmentBIA Realty will submit the appropriate completed NEPA document to BIA Environmental Services for review.Slide26
NEPA Compliance
Right-of-way renewals require a Categorical Exclusion when there is no change to the trust asset (land).
New rights-of-ways require a Phase I Environmental Assessment (at minimum).
NEPA (National Environmental Policy Act) requires review of proposed actions on Federal Lands (including lands to which the United States is a trustee).
In the Midwest Region, NEPA compliance documents are reviewed by Environmental Services staff. Questions regarding level of environmental assessment required should be addressed with the Agency.
Approved NEPA document must be included with Application for Right-of-Way.Slide27
Step 8: Application for Grant of Easement for Right-of-Way
Applicant will complete
the Application for Grant of Easement
with the following information:
Project Name
Landowner Name
Tract Number
Tract Description
Applicant’s name
Easement description
Authority
Term
Provisions Maps Engineer’s AffidavitApplicant’s Certificate
Completed Applications are submitted to:
Application for right-of-way
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide28
Applicable Authorities
The Act of February 5, 1948
– 25 U.S.C. §323-348 – applies to most rights-of-ways; may be made without limitation as to term of years; all other rights-of-ways shall be for a period not to exceed 50 years.
The Act of March 11, 1904
– 33 Stat. 65; March 2, 1917 – 39 Stat. 973 (as referred to in 25 CFR §169.25 – applies to Oil and Gas Pipelines, providing that term cannot exceed 20 years, with a 20 year renewal option.
The Act of March 2, 1998
– 30 Stat. 990 – applied to rights-of-ways for railway, telegraph and telephone lines.
The Act of March 3, 1901
– 30 Stat. 1083 applied to rights-of-ways for telephone and telegraph lines and allowed for piggy-backing. Slide29
169.5 Application for right-of-way Written application shall be filed in duplicate, and shall:
Identify the specific use requested, and
Cite the statute or statutes under which it is filed, and
Define the width and length of desired right-of-way, and
Be accompanied by appropriate documents in regard to corporations, and
Be accompanied by a duly executed stipulation agreeing to 169.5(a)-(k), and
Be accompanied by maps of definite location consisting of an original and two reproductions.
TermSlide30
638 Tribes
BIA Realty
Department
Application Process – Phase 2
STOP
StartSlide31
Obtaining fair market value
Step 9:
Appraisal
Request
Upon receipt of the right-of-way application, survey, applicant’s certificate and engineer’s affidavit, a Statement of Work (SOW) request will be written by :
Self-Governance
Tribal Realty Department
638 Tribes BIA Realty DepartmentBIA Realty will submit the Statement of Work request to the Office of Appraisal Services for completion.Slide32
Obtaining fair market value
Step 9 continued:
Appraisal
Report
The Statement of Work
(SOW) is
determined by the Office of Appraisal Services and will be forwarded to the Applicant, who is responsible for obtaining the appraisal per the standards set out in the SOW. A completed appraisal is forwarded to the Office of Appraisal Services for review and approval through:
Self-Governance
BIA Realty Department
638 Tribes BIA Realty DepartmentIf Office of Appraisal Services is not the appraiser, BIA Realty will submit the completed appraisal report to the that office for review.Slide33
Appraisals
25 CFR §169.12 requires that “fair market value” is minimum consideration for the rights granted via a right-of-way. Fair market value is determined by an appraisal. Appraisals are either performed by or reviewed/approved by the Office of Appraisal Services. The Midwest Region’s Office of Appraisal Services is located in Ashland, Wisconsin.
OST-Office of Appraisal Services
801 W. Lakeshore Drive, Ste 3
Ashland, WI 54806
PH: (715) 685-9960
Fax: (715) 685-0105Slide34
Acknowledgement
of Fair
M
arket
V
alue
Step
10: Statement of Fair Market
Value
Upon OAS’s review and approval
of the appraisal,
the
Applicant will submit the Statement of Fair Market Value form with consent for easement form for
signature by the
landowners.
The completed Statement of Fair Market Value form will be submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide35
Landowner’s consent for right-of-way
Step 11: Evidence of landowner consent
Consent is granted by the landowner(s) after appraised value is known and consideration is agreed upon by landowners; evidence of consent is submitted to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide36
Collection of compensation
Step 12: Consideration for rights-of-way grants
Applicant makes compensation for the right-of-way and for all damages incident to survey. Monetary compensation to landowners is based on the appraised value, and is negotiable. Compensation/consideration can be include non-monetary items, based on negotiated agreements between the landowner and Applicant. Such agreements must be contained within a BIA- approved contract, if the agreement affects a trust asset under jurisdiction of the Bureau of Indian Affairs. Compensation and/or evidence of other consideration should be forwarded to:
Self-Governance
Tribal Realty Department
638 Tribes
BIA Realty DepartmentSlide37
169.12 Consideration for rights-of-way grants
Except when waived in writing by the landowners or their representatives as defined in §169.3 and approved by the Secretary, the consideration for any right-of-way granted or renewed under this part 169 shall be for not less but not limited to fair market value of the rights granted, plus severance damages, if any, to the remaining estate.
The
Secretary
shall obtain and advise the landowners of the appraisal information to assist them (the landowner or land0wners) in negotiations for a right-of-way or renewal.
Under self-governance, you substitute your Band’s name
for Secretary in the paragraph above!Slide38
169.13 Other damages In addition to the consideration for a grant of right-of-way provided for by other provisions of §169.12, the applicant will be required to pay all damages incident to the survey of the right-of-way or incident to the construction or maintenance of the facility for which the right-of-way is granted.Slide39
Payment and DistributionSlide40
169.14 Deposit and disbursement of consideration and damages
At the time of filing an application for right-of-way, the applicant must deposit with the Secretary the total estimated consideration and damages for the right-of-way, severance damages, damages caused by the survey, and estimated damages to result from construction – less any deposit previously made under §169.4.
If the Secretary determines the amount to be inadequate, the applicant shall increase the deposit to an amount determined to be adequate.
Deposits are held in a special deposit account for distribution to landowners; consideration is distributed after right-of-way is approved.
Any part of the deposit not required for disbursement to landowners shall be refunded to applicant after receipt of affidavit of completion.
Slide41
Payment and distribution
Self-governance Bands must reconcile ownership on title (of allotments) in order for distribution of consideration to be accurate. Ideally, this reconciliation will occur immediately upon Applicant’s notice to the Band of their intent to apply for right-of-way.
Repayment of ILCA liens for Band-owned interests on affected allotted tracts will automatically be calculated in TAAMS based on percentage of ownership and consideration deposited for each tract. These amounts will be transferred to TFAS and will be redirected as payments to ILCA, thereby reducing the Band’s compensation – but also reducing the lien against each affected tract.
Self-governance Bands may elect to receive payments directly (‘direct pay’) for rights-of-ways on tribal trust tracts only, but may consider requiring Applicant to deposit with BIA in the interest of record-keeping.
Consideration for rights-of-ways on allotments must be deposited with the Bureau of Indian Affairs. Slide42
638 Tribes
BIA Realty
Department
Application Process – Phase 3
STOP
StartSlide43
Approval of right-of-way
Step 13:
Prepare the Grant of Easement for approval
BIA Realty
will receive and review all documentation submitted for the proposed project.
Upon
compliance with all regulations and once all documents are received, Realty will execute and submit the Grant of Easement to the designated official for approval
.
After approval, BIA Realty will send the Right-of-Way contract to the Land Titles and Records Office for recording. Slide44
Step 14: Approve the Grant of Easement Once compensation has been collected (if applicable) and if there is no appeal of the decision to approve, the designated approving official signs the grant of easement.
Realty staff will provide approved copies to the Applicant and the Tribe upon approval.
The approved recorded copy will be retained with the Realty case files.
Approval of right-of-waySlide45
169.15 Action on application
Upon satisfactory compliance with the regulations of this part, the Secretary is authorized to grant the right-of-way. Upon grant of right-of-way, the Applicant (now Grantee) may proceed with construction. Realty Specialist at the Agency typically notifies both Tribal government and Applicant/Grantee when right-of-way is approved.
Upon grant of right-of-way (grant is signified by review of proposed action and signature by Superintendent, as delegated by the Secretary), appropriate documents will be sent to Land Titles and Records for recording.
Copies of recorded documents will be sent to the Band, with originals retained at the Bureau of Indian Affairs, unless the Band requests and provides a sufficient number of required documents so that they may also retain original documents in their files. Slide46
Application Process – Phase 4
STOP
StartSlide47
Step 15: Process the completion of the ROW project The Applicant will notify Realty when construction is complete on the project. The Applicant will provide Realty the completed Affidavit of Completion for the Right-of-Way project.
The Applicant will provide Realty the completed the Certificate of Completion for the Right-of-Way project.
Completion of the right-of-way
p
rojectSlide48
169.16 Affidavit of completion Upon the completion of the construction of any right-of-way, the applicant shall promptly file with the Secretary an affidavit of completion, in duplicate, executed by the engineer and certified by the applicant. The Secretary shall transmit one copy of the affidavit to the office of record mentioned in §169.15. Failure to file an affidavit in accordance with this section shall subject the right-of-way to cancellation in accordance with §169.20.Slide49
169.17 Change of location Any change from the location described in the conveyance instrument requires, essentially, a new application for right-of-way (from the beginning).
Before the new right-of-way (CFR says ‘revised conveyance instrument’) is issued, the existing right-of-way shall be terminated.Slide50
169.18 Tenure of approved right-of-way grants169.19 Renewal of right-of-way grants
Rights-of-ways granted under the Act of February 5, 1948 (62 Stat. 17; 25 U.S.C. 323-328) for most projects (see CFR for list) may be made without limitation as to term of years; all other rights-of-ways shall be for a period not to exceed 50 years.
On or before the expiration date of any right-of-way granted for a limited term of years, an application shall be submitted for a renewal of the grant. If the renewal involves no change in the location or status of the original right-of-way, the Secretary may extend the grant for a like term of years (with stipulations found in 169.19). Application for a right-of-way that changes the size, type or location of the original right-of-way will be treated as a new application, with all steps prescribed in this 25 CFR 169 required.Slide51
169.20 Termination of right-of-way grants
All rights-of-ways granted under the regulations in this part may be terminated in whole or in part upon 30 days written notice from the Secretary mailed to the grantee for the following causes:
Non-compliance with term or condition of the grant or applicable regulations;
Non-use for a consecutive 2-year period;
Abandonment of the right-of-way.
The grantee has 30 days after receipt of termination notice to correct the basis of termination; if no response or correction, a termination instrument is issued and recorded.Slide52
Questions?
Rights-of-ways
are complex realty transactions,
and
can
be
frustrating!
Please don’t hesitate to contact your Agency or Regional Realty Office for technical assistance while processing a right-of-way
.
Reference
25 CFR §169 – Rights-of-Way over Indian Lands
(available electronically at http://www.gpoaccess.gov)
PanelDena Ness – Realty Specialist, Great Lakes Agency Mary E. DePerry – Realty Specialist, Midwest Regional OfficeKen Roy – Bureau Indian Land Surveyor, Bureau of Land Management
Scott
Doig
-Acting Regional Environmental Scientist, Midwest Regional OfficeSlide53
Midwest Region Realty ContactsDiane Baker, Realty Officer, Midwest Regional Office
(612) 725-4586
Anne
Garrigan, Acting Realty Officer, Minnesota Agency
(218) 751-2011 Ext. 474
Sandra Dietz, Realty Officer, Great Lakes Agency (715) 682-4527 Ext. 226Esther Johnson, Realty Officer, Michigan Agency
1-877-659-5028 Ext. 3128
Dena Ness, Realty Specialist, Great Lakes Agency
(715) 682-4527 Ext. 207Mary E. DePerry
, Realty Specialist, Midwest Regional Office (612) 725-4506