Stewardship and enforcement record log

Stewardship record log: [Property name]

[Land trust name]. File number [Easement file number]. Kept by [Log keeper name], starting [Log start date].

How to use this log

1. Add an entry for every visit, call, letter, meeting and permission request about this property.
2. Write the facts: who, what, when and where. Save opinions and legal questions for a separate memo to staff.
3. Note where supporting papers, photos or emails are filed.
4. Never erase an entry. If something was wrong, add a new entry that corrects it.
5. Review the log before each yearly monitoring visit.

Entry types

• Visit: a monitoring visit or other site visit.
• Contact: a call, letter, email or meeting with the landowner or a neighbor.
• Request: a landowner asks for permission or for an interpretation of the easement.
• Concern: something seen or reported that may not fit the easement terms.
• Resolution: how a request or concern was closed out.

Log entries

Handling a permission request

• Request received in writing, with a description and a map if it involves a location
• Easement section that covers the request noted
• Site visit made, if needed, to see the area
• Decision made by the person or committee the board named for this
• Written answer sent to the landowner, with any conditions
• Copy of the answer filed and a Resolution entry added

Tracking a possible violation

When an entry is marked Concern, also track these steps. Each one gets its own dated log entry.

• Facts written down with photos and locations
• Stewardship lead told
• Board chair told
• Landowner contacted to talk it through
• Outside legal counsel consulted before any formal step
• Agreed fix written down and shared with the landowner
• Follow-up visit to confirm the fix
• Concern closed with a Resolution entry

Yearly review

Each year, the stewardship lead reads this log, confirms open items are being handled, and signs below.