Landowner request and response form

Part 1: Landowner request for [Property name]

Many conservation easements ask the landowner to check with [Land trust name] before certain projects, such as a new building, a new road, clearing or a change in land use. Please use this form to tell us what you have in mind. We will reply in writing by [Reply due date], or tell you before then if we need more time or more information.

Landowner: [Landowner name]. Easement file number: [Easement file number].

• What you want to do, in a few sentences
• Where on the property, with a sketch or map attached
• Size of the project, such as square feet, acres or length
• When you would like to start and finish
• Who will do the work
• Anything you will remove, cut, fill or build
• Other permits you expect to need from the county or state

Part 2: Staff review

Received on [Date received] and reviewed by [Reviewer name and title]. Read the easement, the baseline documentation report and the latest monitoring report before answering the questions below.

1. Which easement sections apply to this request? Quote the section numbers, not the full text.
2. Does the easement allow the project as described, allow it only with the land trust's consent, or not allow it?
3. Would the project harm any of the conservation values named in the easement?
4. Can a change in size, location or timing reduce the impact?
5. Does the request raise a question that counsel should review before we answer?
6. Has the board or a committee set a rule for this kind of request?

Part 3: Our written reply

Dear [Landowner name],

Thank you for checking with [Land trust name] before starting work at [Property name]. We reviewed your request received on [Date received]. Choose the paragraph that fits and delete the others.

• (A) The easement allows this project as you described it. No further consent from us is needed.
• (B) We consent to this project as you described it, with these conditions: [conditions]. Please let us know when the work is done so we can note it in our records.
• (C) We can't consent to the project as described, because [reason, tied to the easement section]. We would be glad to talk about changes that could work.
• (D) We need more information before we can answer: [information needed].

This letter covers only the project described in your request. Please keep a copy with your property records. If anything changes, check with us again before work starts.

Before you send the reply

• Reply tied to specific easement sections
• Counsel reviewed any reply that interprets unclear easement terms
• Copy of the request, review and reply saved in the property file
• Contact logged in the stewardship and enforcement record log