Accreditation of Land Trusts: From the Big Picture to Organizational Impact

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1 Accreditation of Land Trusts: From the Big Picture to Organizational Impact Linda J. Mead, President and CEO for the Environmental Grantmakers Affinity Group October 31, 2013

2 The Land Trust Accreditation Commission was incorporated in April The accreditation program first became available to land trusts in of more than 1700 land trusts in America have achieved Accreditation as of October 2013.

3 Accredited land trusts span the country from Alaska to Florida and Maine to Arizona. Accredited land trusts account for 52% of the 20,645,165 acres currently owned in fee or protected by a conservation easement held by a land trust. Tamara Van Ryn, Director, Land Trust Accreditation Commission

4 The accreditation seal is a mark of distinction in land conservation. It recognizes organizations for meeting national standards for: Excellence Upholding the public trust Ensuring that conservation efforts are permanent

5 A 2-Year Timeline: Start to Finish February 4, 2010 Part-time staff assigned to begin the initial process -- Put off registering for accreditation until after summer 2010 to complete baselines/ as-is reports and annual monitoring -- July 2010 Completed the Assessing Your Organization document August 13, 2010 Register & pay registration fee ($750) September 2, 2010 Submit pre-application November 18, 2010 Submit full application & pay application fee ($7,000) March 18, 2011 Receive phone interview agenda March 25, 2011 Phone interview March 29, 2011 Receive request for additional information May 31, 2011 Submit response to request for additional information July 27, 2011 Receive notification of tabling of application and request for follow-up material October 28, 2011 Submit follow-up material February 9, 2012 Accredited

6 Who Should Be Involved Initial review: someone who understands the organization Point person: gathers documents and organizes the application Detailed; in-house; some history with the organization Stay on top of deadlines Assemble many pieces of the application from various sources and people Staff leadership: Exec. Director, acquisition, stewardship, development, financials and operating procedures Board: chair, treasurer, attorney, experience with accreditation process, communications skills Staff Leadership role: oversight, trouble-shooting, ensure adherence to deadlines, assign responsibilities, prepare Board committee for involvement, regular reports to Board, liaison with outside consultants/accreditation Commission if necessary

7 Prepare to Begin Ensure monitoring of all easements within the past months with at least two years of history Complete Assessing Your Organization document Adopt LTA Standards & Practices Make sure your financial records are in topnotch shape We also did the following: Refined land acquisition criteria matrix Revised bylaws Adopted three new policies in accordance with the Sarbanes-Oxley Act of 2002

8 Focus on Stewardship Practices Update all Baselines Ensure your monitoring is adequate Make sure you have records of visiting every fee property as well as easements Make sure your records are complete and current

9 The Notebook Standardization Organization Fonts and headings Easier for Commission Tabs Purchase major ones and Standard 1-12 tabs Use colored paper as dividers for the Practices and Attachments

10 Required Standards to be Addressed Standard 1: Mission The land trust has a clear mission that serves a public interest, and all programs support that mission. Standard 2: Compliance with Laws The land trust fulfills its legal requirements as a nonprofit tax-exempt organization and complies with all laws. Standard 3: Board Accountability The land trust board acts ethically in conducting the affairs of the organization and carries out the board s legal and financial responsibilities as required by law. Standard 4: Conflicts of Interest The land trust has policies and procedures to avoid or manage real or perceived conflicts of interest. Standard 5: Fundraising The land trust conducts fundraising activities in an ethical and responsible manner. Standard 6: Financial and Asset Management The land trust manages its finances and assets in a responsible and accountable way. Standard 7: Volunteers, Staff and Consultants The land trust has volunteers, staff and/or consultants with appropriate skills and in sufficient numbers to carry out its programs. Standard 8: Evaluating and Selecting Conservation Projects The land trust carefully evaluates and selects its conservation projects. Standard 9: Ensuring Sound Transactions The land trust works diligently to see that every land and easement transaction is legally, ethically and technically sound. Standard 10: Tax Benefits The land trust works diligently to see that every charitable gift of land or easements meets federal and state tax law requirements. Standard 11: Conservation Easement Stewardship The land trust has a program of responsible stewardship for its easements. Standard 12: Fee Land Stewardship The land trust has a program of responsible stewardship for the land it holds in fee for conservation purposes.

11 Master Policy Documents Conflict of Interest Policy Whistleblower Policy Gift Acceptance Policy Delegation of Real Estate Transaction Approval Authority Investment Policy and Distribution Guideline Statement Document Destruction Policy Record Storage and Retention Policy Conservation Easement Enforcement Policy Conservation Amendment Policy Stewardship Funding Policy

12 Ensuring Adequate Recordkeeping On-site and off-site storage Hard copies Electronic Records Storage 2002 Open Public Records Act (OPRA)

13 Cost of Accreditation including all steps in process Projected Expenses Actual Expenses Shortages Excesses Personnel $11, $55, $44, Contract Services $1, $3, $2, Copying $ $ $ Materials and Supplies $ $ $ Mailings 0 $87.00 $87.00 Transportation 0 $ $ Fireproof Cabinet and Keys 0 $1, $1, Legal Services 0 $4, $4, Accreditation Fees 0 $7, $7, TOTAL $12, $73, $ $61,571.00

14 Time Personnel President Vice President Director of Stewardship Director of Land Preservation Director of Operations Director of Gifts & Grants Associate Director of Stewardship Outreach and Stewardship Associate Conservation Biologist Land Preservation Associate Staff Attorney Administrative Assistant Stewardship Interns Contract Services Special Projects Trustees on Accreditation Team 175 hours 30 hours 650 hours 75 hours 50 hours 30 hours 65 hours 180 hours 65 hours 100 hours 30 hours 100 hours 80 hours 320 hours 40 hours

15 Ah ha! The Big Surprise Revised State Easement Template Revised Donation Easement Template Walk-through of changes made and accepted by Accreditation Commission

16 Lessons Learned Identify funding to assist with costs: ie, foundation grants, private donor, assistance through Land Trust Alliance Be sure you re ready before you start Use this to strengthen your organization Realize where this fits within the life cycle of your organization Expect surprises and don t let them deter you Keep going: Once you re invested, you ll want to finish Announce and celebrate: Take advantage of using this to gain more support for your organization

17 A 2010 survey of accredited land trusts noted the following with respect to accreditation: 96% report the process strengthened their organization 63% report it being easier to meet agency/funder requirements 51% of those with staff report the sense of teamwork among staff is stronger

18 In 2012, D&R Greenway was among the first 10% of land trusts nationwide to be accredited. Accreditation provides the public with an assurance that D&R Greenway meets high quality standards and that their conservation work is permanent. Tamara Van Ryn, Director, Land Trust Accreditation Commission