W. Va. Code R. § 189-3-11

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 189-3-11 - Map Maintenance

Map maintenance involves recorded or parcel boundary description changes, making map corrections, and notifying map users of the changes on a regular basis, Maintenance also includes the constant correction and improvement of the maps from new and more accurate survey data. There should also be a plan for re-mapping areas at as large a scale as necessary, to more clearly depict new subdivisions and areas of rapid development and growth

11.1. Parcel Splits. -- Parcel numbers are changed whenever parcels (alias names: parcel prefix or parent parcel) are split into sub-parcels (alias names: parcel suffix, child parcel, parcel split number).

11.1.a. Parcel Split Number. -- If a parcel of land is split into sub-parcels or lots, then the new identification number shall be created by using:

11.1.a.1. Original parcel number.

11.1.a.2. Decimal point.

11.1.a.3. Split number -1 through last number required.

11.1.b. Leading Zeros. -- A zero preceding the split number shall not be used. If a mapper discovers a zero preceding the split number, then the zero shall be removed.

1 1.1.c. Further Splits. -- When a split is made from a split, the next consecutive suffix number shall be used.

11.1.d. Part of Parcel. -- When a split is made from a p/o portion of a tract that is identified on a sheet other than the one the parcel number of that tract is on, then the split shall be given the next highest parcel number on the sheet on which it is located.

11.1.e. Adjoining Map Sheets. -- Adjoining map sheets shall be checked for matching purposes after splits or changes of any kind are made. The mapper shall take the time necessary to see that all map sheets affected by the changes have been checked for completeness. When the maps are matched to one another, the property lines, roads, etc. must agree with each other in all respects.

11.1.f. Annexes. -- When an annex or de-annex results in a new corporation boundary, then all relevant parcels and index maps shall be revised.

11.1.g. Manual System. -- All revisions made on work maps shall be either red for additions or green for deletions. Drafters shall use hard lead pencils only.

11.1.h. Geographic Coordinate System. -- In the case of a parcel split, a geographic parcel identification number is calculated from the centroid location of the new parcel.

11.2. Combining Parcels. -- Combining two (2) or more parcels together to be mapped as one (1) parcel is not recommended. Combining accounts, keeping each parcel with a unique identifier, can allow the taxpayer to receive one (1) tax ticket rather than several. This procedure is far more practical than changing the maps.

11.3. Unidentified Parcel Locations. -- Where a parcel cannot be located with reasonable confidence, the mapper shall reconcile the mapping problem by considering one or more of the following guidelines:

11.3.a. Annotate "Location" within the parent parcel along with the deed acreage. The parent parcel acreage shall also be amended appropriately to reflect the change.

11.3 .b. All parcels that cannot be specifically placed on the maps shall be placed on the Integrated Assessment System with parcel identifiers (Map OOOX, Parcel 0001.0000 etc.) in alphabetical sequential order as they appear in the assessor's land book. It is recommended that all helpful remarks relevant to the location of these properties be added to the "NOTE" section of the Integrated Assessment System.

11.4. Inserts. -- Accuracy, legibility and neatness are important elements of an effective and commmunicative tax map. Larger-scale inserts shall be plotted on new map sheets at 1" = 100' scale to correct areas that are too congested for smaller-scale 1" = 400' maps. As a general rule, 1" = 100' insert maps should be created when a 1" = 400' map has (3) digit numbers or contains one hundred (100) or more parcels. The type of map sheet reference system shall determine how insert maps are created for congested areas.

11.4.a. Insert Maps for True Grid, Modified Grid, and Random Grid Systems. -- All new insert sheets shall be plotted at 1" = 100' scale, except where the original permitted other scales. Inserts shall be identified by the map number it is taken from and a letter assigned in alphabetical order. Letters used shall be from "A" to "Z", omitting "I", "O" and "Q" as they could be confused with a map number.

11.4.b. Insert Maps for Subset Grid System. -- In the subset grid system sixteen (16) larger-scale (1" = 100') maps correlate to each smaller-scale (1" = 400') map. A larger-scale, individual map sheet is activated from the pre-configured, larger-scale index grid (1" = 100') when a portion of the smaller-scale (1" = 400') map must be enlarged.

11.5. Insets. -- " It is recommended that map producers not use inset maps in which a portion of a map is enlarged in scale and shown on the same map.

11.6. Re-Mapping. -- If a county or part of a county is being re-mapped, then the map sheet reference system and parcel identification system shall be revised. When a major updating and remapping program is undertaken, consideration shall be given to whether the project shall be conducted in-house or contracted to an appropriate vendor.

11.6.a. Subset Grid. -- The county assessor shall adopt a "subset grid" reference system, where the 1" = 100' index is a subset of the 1" = 400' index. The subset grid reference system shall be based on the West Virginia State Plane Coordinate System and integrate with the statewide geographic parcel identifier (GPIN) system described in subsection 9.2 of this rule.

11.6.b. Parcel Identification System. -- The county assessor shall ensure that the newly created parcel identifiers are cross-indexed to the original identifiers. Secondary identifiers shall be cross-indexed to the primary map-based identifier to allow for multiple uses of the data.

11.7. Contracting for Maintenance Services through the State Tax Department or Vendor. -- The State Department of Revenue, Property Tax Division, shall serve as a central receiving location for any county that desires "manual" maintenance services performed by a vendor under contract with the Property Tax Division. The Property Tax Division shall not provide intermediary contracting services for the "digital" maintenance of surface tax maps; instead, assessors shall contract directly with qualified vendors for digital maintenance services.

11.7.a. Manual Maintenance Guidelines. -- County assessors who choose to use the Property Tax Division Maintenance Vendor Option shall forward full size map work copies to the Division office. The Division will perform a pre-draft edit, and forward the map work copies and master maps to the Division drafting vendor. Upon completion of the drafting work by the vendor, the Division will perform a post-edit of the vendor's final drafting work and provide an updated copy of the master map to the county assessor. The counties shall be billed on a per parcel basis for only those services rendered by the vendor. The Property Tax Division involvement shall be at State expense to include the storage of the master maps for county assessors who use the Property Tax Division Maintenance Vendor Option.

11.7.b. Digital Maintenance Guidelines. -- Since the Property Valuation Training and Procedures Commission monitors the maintenance of surface tax maps, county assessors who choose to use an independent vendor to maintain digital maps shall submit a copy of the vendor's contract to the Property Tax Division in advance to ensure proper procedures are followed. See paragraph 1.6a.

11.8. Revised Map Copies Provided to Department of Revenue. -- In order to provide current map copies to the general public, each assessor shall provide, free of charge, one reproducible copy of each revised map sheet to the Department of Revenue.

11.8.a. Submission Time Requirement. -- Transfers occurring between July 1st and the following June 30 shall be reflected in the maps and submitted to the Department of Revenue no later than February 1 of the subsequent calendar year.

11.8.b. Format Submission. -- Revised finished maps shall be submitted as a hardcopy or print-ready digital image. Submission and map exchange specifications shall be overseen by the Property Tax Division.

11.8.c. Quality Assurance. -- The Property Tax Division shall perform quality assurance checks to ensure that all manual or computer-generated finished tax maps are submitted in accordance with the specified map content, layout, and design set forth in this regulation.

W. Va. Code R. § 189-3-11