Monitoring. 1. Select the monitoring team for each project site and coordinate schedules by telephone or electronic mail.

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1 LTA S&P Reference: 11 C Procedure No B Monitoring PROCEDURE: This procedure provides details about conservation easement monitoring as required in Policy 11.1 Conservation Easement Stewardship. Purpose of Annual Monitoring Annual monitoring of conservation easements satisfies the Land Trust's legal obligations to demonstrate its "commitment to protect the conservation purposes of the donation" (Treas. Reg A-12 c (1». Annual visits to the property also help maintain a positivit working relationship with the landowner and provide an opportunity for questions and continued communication. t is also the best way to prevent violations and to discover if any violations are occurring on the property. Documenting the annual monitoring visit with a monitoring report also provides a record of the property's condition and use over time. Timing of Monitoring Visits The Land Trust will monitor each property at least annually. Additional visits may be necessary if the landowner is exercising reserved rights or if the Land Trust or landowner has concerns about a proposed activity that might impact the conservation values. Qualifications for Monitors Monitors may be Land Trust staff, board members, or trained volunteers. Board members and volunteers must be familiar with Land Trust monitoring procedures. All monitors will be trained by staff and participate in supervised monitoring visits with staff before conducting monitoring visits on their own. Pre-Monitoring Visit 1. Select the monitoring team for each project site and coordinate schedules by telephone or electronic mail. 2. Arrange the time and date of the annual monitoring visit. Schedule the visit for a time of the year appropriate to the site (for example, summer is better for agricultural sites when soils are not too soggy, but fall and winter are better for forest sites due to increased visibility.) Landowner contact may be by letter, phone call or . Once the time and date are set, a written record of that confirmation is placed in the Land Trust's project file. Landowners will be encouraged to accompany the monitors during the visit. 3. Assemble all necessary materials/equipment including: a) Field folder with a copy of the baseline report, previous years' monitoring reports and a copy of the conservation easement. All monitors should review this information before the visit; b) Extra copies of any pertinent maps (site map, topographic map, general features map, etc); c) A Monitoring Report Form; Procedure Monitoring Page 10f5

2 d) Pen/paper/clipboard; e) Measuring tape and compass; f) Camera; g) GPS and h) f appropriate, equipment to traverse brushy or wet areas. During the Monitoring Visit 1. Arrive on time and make introductions. Preferably, the landowner will accompany the monitors. 2. nvite questions. Listen. Questions to ask the owner include: a. Any changes to land since last monitoring or contact? b. Any plans to sell or transfer the land? c. Any management issues or concerns? d. Any new management activities, construction or buildings anticipated? e. Any significant changes to the land from flooding, weather, animal or insect damage? f. Any problems with recreational uses by the public (if allowed)? g. Any activities by neighbors that could potentially encroach upon your land? 3. Not all boundaries need to be checked every year, but make sure they are all checked once every five years. 4. View all parts of the property covered by the conservation easement. Visit areas of concern mentioned in previous monitoring reports and new construction sites and areas with special easement restrictions or reserved rights. 5. Using the baseline documentation report as a guide, visit any major photo-points and take new photos for comparison if natural or human-made changes have occurred. Also photograph and measure (if appropriate) potential violations of the easement. Record GPS points and map locations of changes and of photos taken. Update photos at least every five years in the absence of any changes. 6. Record comments or questions that the landowner has about the property or the conservation easement. 7. Thank the landowner for their time and inform them that they will be receiving a copy of the monitoring report in the mail. Post-Monitoring Visit 1. Complete a monitoring report using the monitoring report form and enter appropriate information in the stewardship log or database. Download any GPS or photos taken during the visit and label and file them accordingly. 2. Discuss results with appropriate staff and complete any necessary follow-up actions. Procedure Monitoring Page 20f5

3 3. f the findings of the monitoring report are consistent with the terms of the easement, make two copies of the report. The original report should be placed in secured storage, one copy placed in the field file, and the other copy mailed to the landowner with a thank you letter. 4. f there are inconsistencies with the easement, staff members will follow-up appropriately and communicate with the landowner to resolve any issues. Components of the Annual Monitoring Report See the attached Annual Monitoring Report Form. This form may be updated over time. Procedure Monitoring Page 30f5

4 Conservation Easement Monitoring Report Whidbey Camano Land Trust Easement Name: Owner (s): Address, Phone, Parcel Number(s) and acres: Other contact: Address, , Phone: Lead Monitor Additional Monitor:. Date of Visit: Time in! Time out: Others Present (neighbors, etc). Specify names: Pre-Monitoring nformation: Purpose and summary of CE (reserved rights and resources protected) Description of Current Land Use and ssues: Any Known Changes To : Ownership, leases, subdivisions, boundary lines adjusted Construction of any structures, ponds, trails and/or any improvements. Active logging Changes in caretaker/manager for the property Any reserved rights being activated Any concerns of the landowner to be addressed at this site visit CommentsfN otes: Landowner contacted prior to visit? _yes How was owner contacted? Phone Mail No Yes Procedure B Monitoring Page 4 0'5

5 Site Visit Notes Describe any changes since last report: Man-Made Alterations (construction, dredging or filling, new trails or roads, timber harvest, dearing of new fields, fencing, plantings, dumping, etc) Please describe activity or alteration; note location, extent, purpose, and individual responsible (if known). Natural Alterations (flooding, fire, storm damage, invasive plants, erosion, insect infestation, etc.). Note location and nature of changes. Attach maps, photos, and illustrations as necessary. Areas in need of discussion regarding compliance with Property restrictions? (suspected violations) yes no Other areas of concern in protecting conservation values of easement? (quality of vegetation, management, encroachment, adjacent property activity, etc.) Other observations and comments (Landowners' questions, recommended resource enhancement) Post-Monitoring Report Completed by: Monitor's Signature: Date Report sent to Landowner: Date [Note if there are attachments to this report or no attachments]. Whidbey Camano Land Trust 765 Wonn Rd, Barn C-201 Greenbank, W A Procedure B Monitoring Page 50f5