Managing Conservation Easements in Perpetuity - Environmental ...

VLT: Recordkeeping System Examples
Example 2: Paper Stewardship Files
The Conservation Easement Program Administrator will serve as Custodian of Records,
unless otherwise designated by the Executive Director, and will be charged with
safeguarding the records kept in the fireproof filing cabinet. The cabinet will be locked at
all times. Only the Custodian of Records and Executive Director will have access to the
filing cabinet. Should another staff member need a file from the cabinet, the staff
member must obtain prior approval from the Custodian of Records. If granted, the
Custodian of Records will retrieve the file and request the staff member sign-out the file.
Staff members will be accountable for any such files in their possession until it is handdelivered
to the Custodian of Records and signed back in.
Records to be Stored
Conservation Easement Records:
• Original signed conservation easement baseline documentation report and
supplemental baseline report
• Original recorded conservation easement
• Baseline and monitoring photograph negatives
• Signed copy of Internal Revenue Form 8283
Organizational Records:
• Personnel records as deemed appropriate by Executive Director
• Pertinent materials pertaining to any legal proceedings involving the land
trust
• Documentation regarding Wills, bequests, etc.
Fee Owned Property Records:
• Materials as deemed appropriate by staff
Tradeland Records
• Sales contracts and other material as deemed appropriate by staff
Highly confidential or irreplaceable records deemed appropriate by Custodian of
Records and/or Executive Director
Note: Interestingly, this land trust considers organization records, tradeland records and
other records not normally considered to be “stewardship” records to be within the
purview of their stewardship program. This is an example of each land trust tailoring its
record systems to meet its needs. This land trust takes a broad view of what constitutes
stewardship records. Other land trusts take much narrower views. Either is appropriate if
it serves your organizational needs, complies with applicable laws and supports your land
trust in the event of litigation.
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Managing Conservation Easements in Perpetuity