Survey Reviews & Conveyance Requirements

 
Tax Map Department
Peggy Middleton, Tax Map Supervisor
69 Greene Street
Xenia, Ohio 45385
Phone: (937) 562-5063
Fax: (937) 562-5326
 Email

Hours: 7:30 am - 11:30 am; 12:30 pm - 4:30 pm
Closed for lunch 11:30 am - 12:30 pm

Note: As of March 1, 2020, the Auditor’s office staff will no longer be checking legal descriptions, filing surveys or plats.
  All descriptions, surveys and plats will be checked by the Greene County Engineer’s Tax Map Department staff only. 

Effective May 11, 2020

Masks must be worn in the building.  Please continue to drop off or mail in all documents to be recorded.  If you have questions about fees and recordings, please contact the Greene County Recorder regarding costs for margins, fees, return envelopes, etc.

 If you need to research documents in the Greene County Recorder’s office, please call for an appointment or to
 discuss an appropriate time to do so.  You may call them at (937) 562-5270.

 Pre-approvals can be dropped off, faxed to (937-562-5326) or emailed to surveyreview@co.greene.oh.us.

 Plats, replats or centerlines can be discussed over the phone or mailed into the Greene County Recorder’s office at
 69 Greene Street, Xenia, Ohio 45385

Auditors office needs 3 paper copies if extra copies are needed, please bring (or you can get copies from the Recorder’s office for a fee).

The cost is 50 cents per parcel transfer fee to Greene County Auditor and $40 per page recording fee to Greene County Recorder.

    Surveyors - please continue to email for approvals at surveyreview@co.greene.oh.usOnce approved, you will need        to bring in a mylar & original legal description to be stamped.  We will not hold original stamped legal description,            they will be returned at the time they are stamped.

Please check the websites for the Greene County Clerk of Courts, Greene County Engineer, Greene County Probate Court and the Greene County Auditor for additional information. Most of our property records, surveys, plats, etc. are available on-line on the Greene County’s websites including the Recorder, Auditor and Engineer’s offices. If you need assistance with research that is not online, please email us.


 Thank you for your understanding in this matter. 



Directions:

The building is located behind the Courthouse at the corner of Greene Street and Market Street. There is on street parking available. The office is located off the first floor lobby through the door on the left. 
 
Submittal:

Documents can be electronically submitted for approval to Survey Review or in person at Greene County Tax Map Department, 69 Greene Street, Xenia, Ohio.

All surveys and survey records shall meet the minimum requirements of the State Board of Registration, the ORC and the latest Conveyance Standards as adopted by Greene County in March 2008.

All splits must be approved by the Greene County Regional Planning and Coordinating Commission (if the land division is 10.00 acres or less) or the applicable municipal planning commission after approval by the Greene County Engineer’s Office. 


Survey Records Signature Requirements:

Prior to taking the mylars to RPCC, Township, or City/Village, it needs signed by the Tax Map Supervisor.

RPCC, Township, or City/Village will need to stamp/sign what has already been approved by the Tax Map Supervisor.

  1.  Mylar
    1. Retracement or over 10.00 acres can just be signed & filed
    2. Township
      1. Split less than 10.00 acres
        1. Needs signed by the Township and Regional Planning (RPCC) before it can be filed
    3. City/Village
      1. Any Split/Combination 
        1. Needs to be signed by the City/Village before it can be filed
  2. Written legal description
    1. Need to be stamped & signed
      1. Retracement or over 10.00 acres just need to be stamped & signed By Engineers
    2. Township
      1. split less than 10.00 acres
        1. Needs signed by the Township and Regional Planning (RPCC)
    3. City/Village
      1. Any split/Combination
        1. Needs signed by the City/Village

The Original Stamped written legal description needs filed with the new deed as Exhibit A that will be filed.  The legal cannot be retyped or photocopied.

Conveyance Requirements List:

  • Greene County Conveyance Standards provide governing procedures and requirements for the acceptance of documents for instruments of conveyance. The intent is to provide a standard method of legal descriptions for deeds, easements, affidavits, and other instruments that require the use of land descriptions.
  • The county offices and people desire to provide a service for the public to insure proper and accurate descriptions of property, to correct any errors that are evident and to insure that property is accurately described for tax purposes. The County Engineer's Tax Map Department will assist all those preparing instruments by providing parcel numbers from the tax maps for use on conveyance instruments when presented for recording.
  • All situations cannot be covered by these requirements. When situations not covered arise they will be handled as special cases interpreted by the Engineer's Tax Map Department.
  • All persons or entities, prior to any conveyance or transfer, are required to have all legal descriptions intended to be included in any instrument of conveyance or transfer inspected and approved by the County Engineer's Tax Map Department. Any persons or entities shall also provide a copy of the last instrument of conveyance or transfer on record unless the previous conveyance or transfer has already been stamped "Legally Sufficient as described." This will avoid delays and allow time for any corrections that are necessary.
  • All new surveys filed must use county size forms (sheet size is 11 3/8 inches by 18 inches) and be an inked original or reproducible non-destructible copy of the county form and must be legible to insure accurate filing, with original signatures and seals. Photo copies will not be accepted for filing. To permit adequate inspection of the survey, allow the review agents a maximum of five working days for each review.
  • All instruments of conveyance being presented to the County Auditor for transfer shall indicate the portion of the grantor's interest (if other than full) being conveyed to the grantee.
  • Deeds based upon unapproved surveys will not be approved until the survey has been approved. Mortgage Location Surveys will not be accepted as property surveys in a property conveyance transaction.

         Conveyance Requirements