CARROLL ENERGY
 PO Box 55, Benedict, KS 66714; (620) 698-2150
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Landowner Package

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Change of Name

Listed below are the documents Carroll Energy will need to make an interest owner name change. Please include your old name, new name and owner number in your correspondence.

Individuals

Marriage
  • Copy of original marriage certificate; and
  • Internal Revenue Service Form W-9 in your new name.
Divorce
  • Copy of original Decree of Divorce stating name change.
NOTE: In case of divorce, proof of transfer of ownership (usually the divorce decree or Quitclaim deed) will be required before payments can resume. See “Transfer of Ownership” below.

Corporations

Corporate Name Change
  • Certificate of Name Change; and
  • Internal Revenue Service Form W-9 with new name.
Merger, Dissolution, or Sale
  • Certificate of Merger, if applicable; or
  • Certificate of Dissolution or Withdrawal, if applicable; or
  • Purchase and Sale Agreement, if applicable; and
  • Internal Revenue Service Form W-9 with new name and Tax ID.
Change of Address

For your security we will no longer accept address changes over the phone. Please send a letter with the following information to Carroll Energy Land Administration, PO Box 766, Independence, KS 67301.

Your notification letter should include:
  • Your Tax ID Number (Social Security or EIN)
  • The Legal Description of your property
  • Your Old Address
  • Your New Address
  • Your Phone Number
  • Your Original Signature
Your address change will take effect on the first of the month following our receipt of your letter.

If you are providing an address change on behalf of an interest owner other than yourself or your spouse, please provide appropriate documentation of your legal authority to act on behalf of that person (e.g., Power of Attorney or Guardianship).

Transfer of Interest/Ownership Changes

All ownership changes must be filed of record in the County where the property is located.

No transfer of ownership will be acknowledged until we have received written, recorded documentation of the sale. Refer to the table below for documentation required for different types of transactions. Mail the documentation to Carroll Energy Land Administration, PO Box 766, Independence, KS 67301 along with the following information:
  • Buyer's Name
  • Buyer's Address
  • Buyer's Phone Number
  • Internal Revenue Service Form W-9 signed by Buyer
Seller/Buyer Documentation Required
Between Individuals
  • Copy of recorded conveyance (deed, quitclaim, etc.)
Seller or Buyer is a Trust
  • Copy of recorded conveyance (deed, quitclaim, etc.)
  • Documentation of authority of Trust representatives to make sale (usually a copy of the Trustee's Affidavit or Trust Documents).
Seller or Buyer is an Estate
  • Copy of recorded conveyance (deed, quitclaim, etc.)
  • Documentation of authority of Executor to make sale (usually a copy of the court order creating the estate).
Seller or Buyer is a Corporation
  • Copy of recorded conveyance (deed, quitclaim, etc.)
  • Documentation of authority of Officer to make sale (corporate bylaws, board resolution, or power of attorney).
Creation of Trust/Partnership
  • Copy of recorded conveyance, if applicable
  • Copy of Partnership or Trust Agreement


Power of Attorney / Guardianship

We must receive documentation of the Power of Attorney or Guardianship with any document signed by the representative, unless we already have it on file. Documents required are:

Power of Attorney
  • Copy of Power of Attorney granting the Representative's right to act on the owner's behalf.
  • Name, address and phone number of Representative.
Guardianship
  • Copy of filed court order appointing Guardian
  • Name, address and phone number of Guardian.
Death of Interest Owner

All royalties and rental payments will be suspended upon notice of the death of an Interest Owner. Payments will be held until proper documentation of the settlement of the estate is provided to Carroll Energy.

Documentation of Death of Interest Owner
  • Copy of Death Certificate
Documentation of Heirs
  • Completed Internal Revenue Service Form W-9 (below) for all heirs; and
  • Name, address and phone number for all heirs; or
  • Completed and notarized Trustee's Affidavit (below).
Documentation of the settlement of the estate, including
  • Copy of recorded Will or Probate Judgment; or
  • Copy of recorded Transfer on Death Deed; or
  • Copy of Trust Documents naming Successor Trustee; or
  • Copy of Court Order creating estate and naming Executor with Sale Documents (See Page 3 above).
Bankruptcy Proceedings
  • Copy of Order directing payment to bankruptcy trustee.
Tax Information

Taxes are withheld from royalties before payment. You will receive a 1099 form at the end of the year with all taxes withheld.

When a well goes on production we will send you a Division Order for that well. The Division Order gives your royalty percentage based on the lease and our policies in paying royalties. You must sign the division order and return it to our office before royalty payments can begin. Federal law requires that we withhold 33% taxes if the division order is not returned.

Lost, Stolen or Stale-Dated Checks

If a check is lost or stolen we can stop payment on that check at the request of the Interest Owner. We can re-issue lost or stolen checks 60 days after the issue date. Stale-dated checks can be re-issued at the request of the Interest Owner.

Contact Information

Please direct all questions regarding leasing, ownership or royalties to our Land Administration department below.

Carroll Energy, LLC.
PO Box 766
Independence, KS 67301

Attn: Terry L. Carroll Jr., Land Administrator
Phone: (800) 917-1618
Fax: (800) 917-1618