Stewardship cost worksheet
Rules on this topic differ by state. Check your state's law before you use this template.
Stewardship cost worksheet: [Project name]
Prepared by [Name of preparer] for [Land trust name] on [Date prepared]. Use this worksheet before the board votes on a new easement, so the board knows what the land trust is taking on for the long term.
Step 1: Things that drive cost
Check each item that applies. Each one usually adds staff time or travel.
- Long drive from the office
- Large acreage or hard terrain to walk
- More than one parcel or a long, irregular boundary
- Reserved building sites or other rights the landowner kept
- Farming, forestry or other uses that need extra review
- Neighbors, trails or public access that raise the chance of trespass
- Landowner likely to sell or divide the property
- Easement terms that may be hard to interpret
Step 2: Yearly cost estimate
Estimate hours and costs for a normal year. Use a staff hourly cost of [Hourly cost, with benefits], including benefits.
| Task | Hours per year | Other costs | Yearly total |
|---|---|---|---|
- Rows to fill in: planning and landowner contact; the site visit; travel; writing the monitoring report; record keeping; requests from the landowner; a share of mapping, software and insurance.
Step 3: Enforcement and defense
Easements sometimes need legal action to protect them. Note how [Land trust name] plans to pay for that, such as a legal defense fund, a share of a pooled fund, insurance coverage, or a combination. Write down the amount set aside for this easement and where it is held.
Step 4: Fund needed
Divide the yearly total from Step 2 by the yearly draw rate of [Draw rate percent] to estimate the stewardship fund needed for this easement. Add the amount set aside in Step 3. Your finance committee and advisors should check the rate you use.
| Line | Amount |
|---|---|
- Rows to fill in: yearly total; fund needed for yearly costs; set-aside for enforcement and defense; total stewardship funding needed.
Step 5: Where the money will come from
- Gift from the landowner
- Grant or donor gift tied to this project
- General stewardship fund
- Not yet funded: board to decide before closing
Review
Attach this worksheet to the board approval resolution for this project and review the numbers again every few years.
[Name of preparer], Preparer
Date
Finance or treasurer reviewer
Date
A starting draft, not legal advice. Have your attorney or agency review before use.