Appendix 2D.

Stewardship Records and File Organization

Wood River Land Trust has taken efforts to organize and systematize conservation easement agreement, management agreement, and fee property transaction and stewardship records. The purpose of this effort is to create permanent onsite and offsite storage of all relevant legal records, to avoid hearsay in the event the records need to be used in a court of law (Idaho Rules of Evidence, Article VIII. Hearsay and Article X. Contents of Writings, Recordings, and Photographs), to ensure compliance with the intentions of WRLT donors, to document and sustain the conservation values of protected lands under conservation easement or in fee ownership, and to secure WRLTs public charitable status. All Wood River Land Trust files are the property of the Land Trust, not members of the staff or Board of Directors.

Conservation Easement and Fee Land Documentation and Storage

1. Permanent File (Green Folder) Secure, offsite archive location. All original documents, on acid-free paper, including:
Original conservation easement agreement between landowner and land trust Conservation Easement Amendments, if any. 3. Conservation Easement Proposal 4. Original baseline documentation (original, signed by landowner if available) 5. Tax, title, and deed forms, including 8283, and complete or summary appraisal 6. Important correspondence, including No goods or services received letter and acknowledgement (thank you) letter 7. Endowment information, including stewardship calculation and copy of check receipt 8. Copies of annual monitoring reports and photopoint information 9. Only update completed file for: 1. Amendments 2. Violations 3. Exercise reserved rights 4. Correspondence that clarifies/interprets easement 5. Natural resource changes 6. Baseline supplements no edits to original but information to help clarify such as digitized maps or updated photopoint information 7. Changes in ownership
1.

2.

Permanent files are kept in a secure, protected off-site facility and are periodically reviewed for any deterioration or damage. In addition, all of the computerized easement data (one file for each easement) is copied on to one CD, DVD, or other digital backup and stored in the off-site location. This data includes: Digital copies of all of the above listed documents, with the recorders instrument number and all signed and notarized pages scanned and converted into PDF format where applicable Compliance Letters (post annual inspection) GPS points Digitized photographs DVDs should be updated at the end of every field season with photopoint map, photos, inspection forms and compliance letters

2. Copy of Permanent File (Blue Folder) Onsite, fire-resistant storage.

Copy of entire Permanent File, EXCEPT annual monitoring reports and photopoint information, and INCLUDES easement drafts. A backup of all computerized easement data on CD or DVD is to be stored in a fire-resistant (filing) cabinet at the Wood River Land Trust office and is not removed from the office. 3. Working File (2) Brown Field File

This file is to include the following information:

1. Monitoring schedule and driving directions 2. All monitoring reports and forms from donation up to current status 3. Copy of the original baseline document 4. All photo points and maps 5. Copies of all correspondence between the landowner and Land Trust 6. Copies of original conservation easement This working file is used in the field when monitoring conservation easements and fee land status.

Computer Files
All conservation easement and fee land documentation is stored on the Land Trust computer server by name of each easement or parcel of land. The server is backed up daily to an offsite secure network. As technology changes, the Land Trust will take advantage of those changes to ensure a secure, efficient backup system. General rules: 1. Sign and date everything. 2. Use acid-free paper for original documents and amendments 3. Keep all communication between landowners, involved professionals, and Land Trust in working files. 4. Request 8283 from landowner, including Schedule A (description of property); if none will be forthcoming, request a letter stating that no deduction will be taken. 5. Maintain project tracking workshop at front of each working file: All dates, approvals, monitoring, communication with landowner, violations, applicable Board actions, amendments, notes (e.g., transferred to BLM 6/16/2002). Have documents to back up worksheet notations. 6. Do not alter original baseline documents. Supplements may be added if necessary. 7. All documents must be in PDF; lock all documents, do not use pop-in dates. 8. Remove drafts, pre-closing papers, etc., from permanent files; keep draft documents only in turquoise working files. 9. When land changes hands, complete report on status of land immediately.