alberta land trust 2009 03 4 of 6-best stewardship practises

Prepared by: Sue Michalsky, Paskwa Consultants Ltd., Tel: 306-295-3696 Email:[email protected]

MODULE #4

Best Stewardship Practices

Training Module

April 2010

This project is made possible through a grant from the Alberta Real Estate Foundation

Best Stewardship Practices Training Module

Learning Outcomes:

• Know the best practices associated with land trust stewardship that are

recommended by the Alberta Land Trust Alliance, including

� baseline documentation reporting,

� monitoring, defence and enforcement,

� landowner and public relations and

� funding.

GLOSSARY

Baseline Documentation Report - The legal record of the site and condition of the resource;

included in the easement or deed package.

Conservation Easement - A legal agreement between a landowner and a qualified

conservation organization or government agency that limits a property's uses in order to

protect the property's conservation values. It is a voluntary, written agreement that is

registered on title to the land in Alberta in accordance with the Alberta Land Titles Act. It

binds current and future owners of the land.

Encroachment - Extension of a structure, portion of a structure, or destructive activity onto

someone else's property without permission.

Endowment - A fund which is kept in perpetuity to provide interest and dividend earnings

for the benefit of a charitable cause.

Liability - The responsibility of a land trust to ensure that negligence or inappropriate

actions do not result in bodily injury or property damage.

Monitoring - The act of observing and keeping a record of the activities and conservation

values associated with a conservation property.

Stewardship endowment - A dedicated, permanent source of funds for a land trust to cover

the costs of conservation easement monitoring and land management in perpetuity.

Violations - Breaking, breaching or contravening the restrictions and management

stipulations outlined in a conservation easement agreement to the detriment of the

conservation values of a property.

BACKGROUND

Stewardship is an important responsibility of land trust organizations. Land trust are

responsible for ensuring that conservation values are protected in perpetuity. If

implemented correctly, long-term stewardship creates credibility with landowners, donors,

governments, supporters, neighbours and staff. Because of this responsibility, land trust

alliances such as the Canadian Land Trust Alliance place a heavy emphasis on

recommended best practices associated with stewardship activities and administration.

The Canadian Land Trust Alliance (CLTA) includes perpetual responsibility as one of its

four guiding principles:

Principle B: Perpetual Responsibility. Land trusts should recognize that they have an

obligation to protect the lands and properties that they care for in perpetuity. As such,

land trusts have a responsibility to act in the long-term best interest of both the

properties, themselves and their organization.

BEST PRACTICES FOR BASELINE DOCUMENTATION REPORTING

The CLTA provides guidance on stewardship administration in standard 12, practice E:

Land Stewardship Administration. The land trust performs administrative

duties in a timely and responsible manner. This includes establishing policies and

procedures, keeping essential records, filing forms, paying insurance, paying any

taxes and/or securing appropriate tax exemptions, budgeting, and maintaining

files. Staff and volunteers responsible for administrative duties and responsibilities

will be adequately trained.

This responsibility begins with the baseline documentation report and applies

through all stages of stewardship.

BEST PRACTICES ASSOCIATED WITH BDRS FOR CONSERVATION EASEMENTS

The CLTA provides guidance on best practices associated with BDRs for conservation

easement agreements in standard 11, practice B:

Baseline Documentation Report. For every conservation agreement, the land

trust has a baseline documentation report (that includes a baseline map and

photographs) prepared prior to closing and signed by the landowner at closing.

Both the landowner and the land trust should hold at least one original copy. The

report documents the important conservation values protected by the

conservation agreement and the relevant conditions of the property as necessary

to monitor and enforce the conservation agreement. In the event that seasonal

conditions prevent the completion of a full baseline documentation report by

closing, the baseline documentation report may include an interim baseline

documentation report and an acknowledgement it will be replaced by a full

report. This interim report and acknowledgement will be signed by the landowner

at closing.

In addition to the guidelines recommended by CLTA, the Alberta Land Trust Alliance also

recommends:

• Either the full baseline documentation report or an interim version will be attached

to the CE, and the conservation easement agreement should refer to it and describe

its purpose. A typical provision in a conservation easement agreement might state:

The Parties agree that the Land and the Amenities are described in the Report.

• It is good practice for the landowner and land trust to work together in gathering

baseline information, even though it is the land trust’s responsibility to prepare the

baseline documentation report. The landowner may have valuable information to

contribute and participating in gathering the baseline information will educate the

landowner about the land and may increase their commitment to its conservation.

• The baseline report should be written in a manner that facilitates third party

interpretation in order to account for acceptable natural dynamics of the property,

as well as to support the defence of the CE in situations of non-compliance.

• The land trust should provide each new landowner with a copy of the full baseline

documentation report, particularly if the full report is not attached to the

conservation easement agreement. This will ensure that all parties have complete

information and also provides an opportunity for the land trust to contact the

landowner. New landowners should be asked to sign a document indicating that

they have read and agree with the contents of the baseline documentation report as

an indication that they received a copy and an explanation of the terms.

• Baseline information may become outdated in situations where land changes

significantly over time. For example, a natural catastrophe or certain types of human

intervention may alter the land to the degree that the original baseline report is no

longer useful. It may be necessary either to update the baseline documentation

report or prepare a new report. Ideally, this should be accomplished by way of an

amendment to the conservation easement agreement to ensure that updated

baseline information is fully incorporated.

• Baseline documentation should be stored in a location where it is safe from harm

and easily located. It should be stored in both electronic and hard copy form. See

Appendix A for more detail on proper storage of baseline information.

BEST PRACTICES ASSOCIATED WITH BDRS FOR FEE SIMPLE PROPERTIES

The CLTA provides guidance on best practices associated with BDRs and management

plans for fee simple properties in standard 12, practices B and C:

B. Stewardship Principles. The land trust establishes general principles to guide

the stewardship of its fee-owned properties, including determining what uses are

and are not appropriate on its properties, the types of improvements it might

make and any land management practices it will follow. Principles should be

clearly stated in all management plans and all public relations material.

C. Land Management. The land trust inventories the natural and cultural

features of each property prior to developing a management plan that identifies

its conservation goals for the property and how it plans to achieve them.

Permitted activities are compatible with the conservation goals, stewardship

principles and public benefit mission of the organization. Permitted activities

occur only when the activity poses no significant threat to the important

conservation values and reduces threats or restores ecological processes.


recommends:

• An environmental site assessment or site inspection should be the first piece of

baseline information collected on a property a land trust is considering owning.

Such an inspection can detect environmental liabilities associated with the property

which may provide a high risk to the land trust. Appendix B contains an example of a

site inspection form.

• Baseline information may become outdated in situations where land changes

significantly over time. For example, a natural catastrophe or certain types of human

intervention may alter the land to the degree that the original baseline report is no

longer useful. It may be necessary either to update the baseline documentation

report or prepare a new report and management plan.

• Baseline documentation should be stored in a location where it is safe from harm

and easily located. It should be stored in both electronic and hard copy form. See

Appendix A for more detail on proper storage of baseline information.

BEST PRACTICES FOR MONITORING LAND TRUST PROPERTIES

The Alberta Land Trust Alliance recommends the following best practices for stewardship

monitoring of both CE and fee simple properties:

• Land trust goals for the monitoring program should be formally identified in written

form and approved by the land trust board.

• Organizational capacity should be assessed periodically in terms of funding, labour

and time, and a monitoring program developed or updated that both fulfills

stewardship obligations and organizational sustainability. For some organizations,

this assessment may mean refocusing, for a time, on stewardship rather than new

land protection initiatives.

• Monitoring procedures should be written down and/or to a monitoring policy

developed and periodically reviewed and updated. It will be a valuable resource for

new board members and land trust personnel.

• Land trusts should establish a training program for monitors tailored to the

monitoring requirements for the specific property. Depending on the conservation

values protected and the nature of the monitoring required, it may be necessary to

recruit monitors with technical expertise. Otherwise, lay volunteers generally will

carry out monitoring duties. Training programs should teach techniques that will

be required in the particular circumstances. These could include videotaping,

photography, and the use of other specialized techniques. All monitors should be

proficient in accurate and detailed note-taking.

• Personal safety is of primary importance for monitors. All potential hazards

associated with land trust properties should be documented and brought to the

attention of new monitors. Safety protocols should be designed and monitors

should be trained annually to ensure a high safety standard. Safety protocols should

include notification of when and where monitors will be, emergency response

preparation, dealing with specific hazards including wildlife and difficult

landowners, and first aid.

• Monitoring should be rigorous, credible and repeated at regular intervals.

Information should be gathered as accurately, precisely and often as possible.

Consistent use of the same methods, timing and techniques for gathering similar

types of information is essential so that any differences in results can be clearly

attributed to change on the land rather than variation in technique. Where possible,

having the same individuals involved in monitoring a particular property over

several monitoring cycles can contribute to consistency in gathering monitoring

data.

• Monitoring data and reports should be stored in a location where they are safe from

harm and easily located. They should be stored in both electronic and hard copy

form. See Appendix A for more detail on proper storage of monitoring information.

• Changes to a stewardship program should be phased in by implementing a timeline

that allows the land trust to build capacity and fully understand how the changes

will affect the stewardship program and the organization as a whole.

BEST PRACTICES ASSOCIATED WITH MONITORING OF CONSERVATION

EASEMENT PROPERTIES

The Canadian Land Trust Alliance provides guidance on best practices associated with

monitoring conservation easement agreements in standard 11, practices C and E:

C. Conservation Agreement Monitoring. The land trust monitors its

conservation agreement properties regularly, at least annually, except in

exceptional and remote circumstances, in a manner appropriate to the size,

restrictions and threats to the conservation values of each property. The land trust

keeps written documentation (such as reports, updated photographs and maps) of

each monitoring activity to confirm that the present use of the property is

consistent with that at the time of donation or acquisition. Monitoring of

Ecological Gifts will include confirmation that the present use of the property is

consistent with that at the time of the donation and monitoring request. The land

trust will determine the capabilities (both human and financial) of its

organization to fulfill the short and long-term monitoring responsibilities and will

not accept conservation agreements it cannot monitor effectively. If conservation

agreements are monitored by volunteers, the land trust shall ensure that, they are

trained, tailoring the monitoring techniques and requirements to the specific

property.

E. Enforcement of Conservation Agreements. The land trust has a written

policy and/or procedure detailing how it will respond to potential violations of a

conservation agreement, including the role of all parties involved (such as board

members, volunteers, staff and partners) in any enforcement action. Policies and

procedures should ensure that all discussions and actions taken are recorded and

that all copies of correspondence and documents are retained and kept in a safe

location. The land trust takes necessary and consistent steps to see that violations

are resolved and has available, or has a strategy to secure, the financial and legal

resources for enforcement and defence.


recommends:

• The land trust should create or adapt a standard CE monitoring form.

• The monitoring program should be designed, and monitoring report written, in a

manner that facilitates third party interpretation to account for acceptable natural

dynamics of the property, as well as to support the defence of the CE in situations of

non-compliance.

• Land trusts should monitor only for compliance with the terms of the CE. It is

important for the land trust to maintain the distinction between issues related to the

CE and land management that is not part of the land trust’s responsibility. This

distinction simplifies monitoring requirements and helps maintain positive

relations with the landowner.

• Where possible, permanent staff should be engaged in monitoring as it provides

necessary continuity, consistent conservation easement agreement interpretation,

proactive relations with landowners, and long-term organizational accountability.

• In the event of a breach, the monitor should thoroughly document the breach and

report to the stewardship team. The land trust should contact the landowner

immediately and negotiate a timeline for compliance. Unintentional violations may

be resolved through voluntary reparation by the landowner or by amending the CE

to allow the activity. However, amendments to CEs should be very carefully

considered. If agreement cannot be reached, or the landowner does not attempt to

meet the deadline, a binding arbitration process should be started.

• In general, parties to a CE are all committed to the protection of the land involved

and a well designed and executed program of landowner contact usually prevents

the need for enforcement. However, in some circumstances, it may be necessary for

the land trust to enforce the terms of the CE. The land trust should enforce

compliance in a timely fashion through the binding arbitration process (e.g.,

mediation or litigation) outlined in the CE agreement when violations occur or it

may lose the right to a remedy from the courts in the future.

• Land trusts should have a written CE violation policy and procedures which outlines

the roles of all parties involved including legal counsel; the sequence of determining,

reporting and handling the violation; and steps to ensure that landowners are

treated fairly and consistently through the process.

BEST PRACTICES ASSOCIATED WITH MONITORING OF FEE SIMPLE PROPERTIES

The CLTA provides guidance on best practices associated with monitoring fee simple

properties in standard 12, practice D:

Monitoring Land Trust Properties. The land trust regularly monitors its

properties and property boundaries for potential management problems such as

trespass, misuse or overuse, vandalism or safety hazards or other activities as

listed in the management plan and takes actions to rectify such problems. The land

trust should mark the property boundaries or have capacity to establish the

boundaries in the event of encroachments. Land trusts should record monitoring

information and quickly respond to any problems. Monitoring of Ecological Gifts

will include confirmation that the present use of the property is consistent with

that at the time of the donation and monitoring documentation relating to

Ecological Gifts will be made available to Environment Canada upon request.


recommends:

• Encroachment and illegal activities on fee simple properties can usually be

prevented if the land trust marks and maintains its boundaries and monitors

regularly. Signage should include ownership at minimum, but might also include

purposes and permitted and prohibited uses. Hazards on the property should also

be marked.

• In addition to signage and monitoring, a land trust with property that allows public

access should hold liability insurance.

BEST PRACTICES FOR LANDOWNER RELATIONS

Building strong relationships with landowners is essential to the success of a land trust.

The land trust’s reputation in the landowner community will determine the success it will

have in securing land. Land trusts and landowners are partners in effective management of

CE properties and good relations with CE landowners help ensure violations do not occur.

Many land trusts feel that landowner relations are the best defence against CE violations.

The best practices in this section apply primarily to conservation easement properties.

However, the practices recommended should also be used to guide landowner contact

when securing fee simple properties or communicating with neighbours of fee simple

properties.

The CLTA provides guidance on best practices associated with landowner relations for

conservation easement agreements in standard 11, practice D:

Landowner Relationships. The land trust maintains regular contact with owners

of properties with conservation agreements. When possible, it offers landowners

information on property management and/or referrals to resource managers. The

land trust enlists a contact staff or volunteer assigned to respond to landowner

requests or inquiries. These staff or volunteers will be trained on how to work with

landowners. The land trust strives to build promptly a positive working

relationship with new owners of properties with conservation agreements and

informs them about the conservation agreements existence and restrictions and

the land trust’s stewardship policies and procedures. The land trust establishes

and implements systems to track changes in land ownership. Land trusts should

offer the new landowners a copy of the conservation agreement and baseline

documentation as well as any information about its work in general.

The CLTA provides guidance on best practices associated with community relations

associated with fee simple properties in standard 12, practice F:

Community Outreach. The land trust keeps neighbours and community leaders

informed about its ownership and management of conservation properties.


recommends:

• Prior to monitoring a CE property, the land trust should contact the landowner to

provide notice of its monitoring plans, including the date and methods of

monitoring. Some land trusts in Alberta provide notice in writing early in the year

and then confirm the date by phone at least 24 hours in advance of the actual

monitoring visit. Even if the terms of the CE do not require prior agreement on

monitoring dates or notice, it is respectful to do so and relations between

landowners and land trusts will be strengthened by such contact.

• As the representative of the land trust, the monitor should contact the landowner to

inform the landowner of the pending monitoring visit, to introduce themselves, to

advise the landowner about planned monitoring techniques, and to ask if the

landowner has any concerns. Where there has been no previous contact between

the monitor and the landowner, it may be preferable for long term staff to make the

initial contact to introduce the monitor.

• Land trusts should invite the landowner to accompany them on the monitoring visit

or ask if the landowner would like to meet with the monitor after the monitoring

visit. The monitoring visit provides an opportunity for a land trust to discuss its

goals and stewardship philosophy and to seek information and opinions from

landowners.

• Land trust staff should brief monitors about appropriate questions to ask

landowners as well as questions to expect from landowners. Careful preparation

and prior contact with the landowner will help prevent any conflict or unpleasant

surprises.

• If a CE is monitored remotely in some years, the landowner should still be contacted

in writing to inform them of the method and timing of monitoring and by phone to

ask if they have any concerns or if there is anything that the land trust needs to be

aware of.

• Monitors should access the property only as permitted legally or by permission of

the landowner. Use only public points of access or ask permission to use private

access. Monitor on foot or ask permission from the landowner to use alternate

methods of transportation. Use respect - stick to established roads and trails as may

be described in the CE when using motorized vehicles.

• The responsibility for taking action when a landowner is not in compliance with a

CE lies with the land trust, not with the individual monitor. If violations are

suspected during the monitoring visits, monitors should avoid discussion of the

violation with the landowner. The violation should be thoroughly documented and

presented to the stewardship team who will determine how to communicate with

the landowner about this issue.

• Land trusts should ask the landowner to sign off on monitoring reports. Sign off by

the landowner indicates that they acknowledge the monitoring visit and have

reviewed and agree with the results. Some land trusts send two copies of the

monitoring report and ask for one to be signed and returned. If the report is not

returned, the land trust follows up with a phone call or visit. Signed copies of the

monitoring report should be stored in the monitoring file.

• There may be coholders or funders who require or would benefit from knowing the

results of the monitoring visit. Depending on their interest in a property, land trusts

should keep them up to date by providing information on dates and methods of

monitoring, copies of monitoring reports and/or copies of correspondence between

the landowner and the land trust.

• The land trust should put in place a general program for maintaining contact with

landowners and other partners in addition to monitoring visits. This could include

providing landowners with regular updates of the land trust’s conservation

activities as well as regularly scheduled specific contact with the landowner.

Outreach programming may also include newsletters, field tours, publications,

websites etc.

• Land trusts should develop policies regarding contact with landowners and keep

monitors informed of these policies. For example, the organization’s policy might

involve a volunteer monitor contacting the landowner to arrange a visit and an

interview time, if necessary, once a staff representative has made initial contact.

When arranging monitoring visits, it is a good idea to check with the landowner

about any specific circumstances to be careful of, such as the presence of livestock

or wildlife.

• Land trusts need to establish a method of determining when CE properties change

hands. In Alberta the land titles office normally provides written notice to interest

holders of a transfer of ownership. Land trusts should also request that landowners

notify the land trust of any transfer in ownership. The land trust should have a

policy in place to ensure they are aware of any land transfers and have a process to

communicate in a timely manner with new owners.

• New owners should immediately be sent copies of the conservation easement

agreement and the baseline documentation report. The land trust should follow up

this initial contact with a face to face meeting where they can introduce their

mission and goals for the property, review the easement terms, and discuss the

monitoring process.

BEST PRACTICES FOR DEDICATED STEWARDSHIP FUNDING

The CLTA provides guidance on best practices associated with dedicated stewardship

funding in standard 6, practice G; standard 11, practice A; and standard 12, practice B:

6 G: Funds for Stewardship and Enforcement. The land trust has a secure and

lasting source of dedicated or operating funds sufficient to cover the costs of

stewarding its land and conservation agreements over the long term and

enforcing its conservation agreements, tracks stewardship and enforcement costs,

and periodically evaluates the adequacy of its funds. In the event that full funding

for these costs is not secure, the board has adopted a policy committing the

organization to raising the necessary funds.

11 A: Funding Conservation Agreement Stewardship. The land trust determines

the long-term stewardship and enforcement expenses of each conservation

agreement transaction and secures the dedicated or operating funds to cover

current and future expenses. If funds are not secured at or before the completion of

the transaction, the land trust has a plan to secure these funds and has a policy

committing the funds to this purpose.

12 A: Funding Land Stewardship. The land trust determines and documents the

immediate and long-term financial and management implications of each land

transaction and secures the dedicated and/or operating funds needed to manage

the property, including funds for liability insurance, maintenance, improvements,

monitoring, enforcement and other costs. The land trust sets priorities, ensuring

first and foremost that the values for which the property was acquired are at least

maintained or preferably strengthened. If funds are not secured at or before the

completion of the transaction, the land trust has a plan to secure these funds and

has a policy committing the funds to this purpose.


recommends:

• The land trust should have a written land stewardship fund policy that can be

shared with funders and partners (see Training Module 3: Dedicated Stewardship

Funding for information on stewardship fund policy).

ADDITIONAL RESOURCES

Background to Canadian Land Trust Standards and Practices. 2007. The Canadian Land

Trust Alliance.

Canadian Land Trust Standards and Practices. 2007. The Canadian Land Trust Alliance

Conservation Easement Stewardship. 2008. Standards and Practices Curriculum. The

Land Trust Alliance

Greening Your Title: A guide to best practices for conservation covenants, 2nd Edition.

2005. Ann Hillyer and Judy Atkins. West Coast Environmental Law.

APPENDIX A: DATA STORAGE AND ARCHIVING

The following guidelines have been extracted from the LTABC Baseline Inventory Guide.

2006. Although the guidelines were prepared for baseline documentation, they are equally

applicable to monitoring information.

LTABC Data Storage & Archiving Guidelines

- DATA STORAGE AND ARCHIVING -

Data storage and archiving methods are critical components of the baseline inventory process. As

baseline inventory reports may be necessary for future legal action, it is essential that appropriate

methods be taken to ensure that data do not degrade over time, and that all information can be

properly identified.

Data storage refers to the physical methods taken to ensure that the data remains viable in the long

run, while archiving involves the proper labelling and identification of your data to ensure that you

know what it is in the future. The following section of this guide discusses this issue in detail.

ARCHIVING

In order to ensure that data can be positively identified in the future, it is advisable that simple

archiving methods be undertaken. For all reports, maps, and field notes make sure that the name

and date of the inventory of the property is clearly indicated. For photographs it is a different

matter.

Each photograph that is taken during an inventory needs to be labelled. Labels should indicate the

date, location, subject and photographer. A simple method to do this is to create a unique code for

each photograph. For example, photographs were taken on the ABC Nature Reserve on August 20th,

2005. Before field work was started, the following code and information was decided upon:

Therefore, all photos taken on the ABC Nature Reserve would use this code as a unique identifier.

The first photo would be labelled ABC-200805-R1-01, the second labelled ABC-200805-R1-02 and

so on. Photos taken on the same date but on a different roll would use R2, R3 and so on. Future

monitoring photos can then use the same format with dates changing as necessary to ensure

consistency through time.


In the body of the baseline report you can create a table which states the unique code for a given

photo, and provides descriptions of the subject, location, etc. This method only requires a short

code to be written on each photo, thereby reducing the chance of damage to the photo and ensuring

that the photo can be accurately identified and described in the future.

A data form can be used in the field to record the location and subject of each photograph to ensure

that they can be described later in the report. As well, it is recommended that a Photo ID Sheet is

used. The Photo ID Sheet contains all of the information described above (property name, code,

date, and roll number). At the beginning of each roll the first photo should be of the Photo ID Sheet.

This way, the necessary information is permanently embedded on the negative and multiple rolls

are not confused when processed.

For digital photographs the same technique can be used. Roll numbers are obviously not required,

but it may be necessary to replace the roll number with a flash card number depending on available

memory. Instead of writing the code on each photo, it can be digitally placed on the front of the

photo. The file name of the photo should also be the unique code so specific photos can easily be

located.

DATA STORAGE

Introduction

Data storage is one of the most important aspects of your baseline inventory. If your records do not

survive time then, obviously, they are useless. The general rule for all data storage is duplication,

duplication and duplication. The issue of digital storage is relatively new and constantly changing.

The information on digital storage in this section is current for 2006, but it will likely become

obsolete within the decade. Therefore, digital storage methods need to be constantly evaluated and

updated as required by technological changes since methods used today may not even be

recognizable in the near future.

Paper & Ink

As baseline inventory reports will be used for a long time, it is important to use archive quality ink.

Most bubble jet and inkjet printers use very cheap ink that generally does not last long. Laser

printers, on the other hand, use powdered ink similar to photocopiers that will last much longer.

Colour printing is also a problem. Most colour ink fade very quickly, especially red. Colour laser

printing generally lasts longer then bubble jets or ink jets. Paper should be acid free and at least 22

lbs. weight. Special, coated paper is available for colour prints. Avoid storing any paper product in

the sun as it will greatly increase the fading of ink and degradation of paper.

Negative and Slide Storage

Of all photographic sensitized products, processed negatives are usually given the least attention

when it comes to storage (Kodak, 2003). As with photos and slides, negatives must be properly

stored and handled to preserve their quality. Special care must be taken with storage, as even when

stored in the dark, colour negatives slowly change and lose quality.

Negatives and slides must be kept free of dust, fingerprints and any other contamination as these

things often contain chemicals and endospores that can damage the image. Negatives should be


stored in a dark place as light can affect the photographic dye. Storage boxes made of metal is

preferred as metal is does not contain preservatives like wood, or produce volatile chemicals as

does plastic. If stored in envelopes or plastic sleeves make sure they are of archive quality and do

not contain any damaging substances.

Temperature and humidity must be controlled as both adversely affect processed negatives and

slides. The following conditions and precautions are recommended by Kodak (2003) when storing

negatives and slides:

• Keep storage containers away from radiators, warm-air registers, and windows where

sunlight can strike them.

• Keep the temperature low for long-term storage. High temperature and high relative

humidity can affect processed negatives. A temperature of 0°F (-18°C) and a relative

humidity between 30 and 35 percent are excellent conditions for long-term storage.

• Even minor reductions from room temperature have a major beneficial impact on the

stability of an image.

• Do not store negatives in areas where ozone-generating machines such as photocopiers are

used.

• Air conditioning and climate control can significantly reduce the level of airborne

pollutants, but be sure to change filters regularly. Chemical fumes can harm negatives and

slides. Check your storage area for harmful fumes.

Photo Storage

Photographs are susceptible to the same environmental factors as slides and negatives; primarily

extreme temperatures, humidity, and chemical and biological degradation. Photographs should be

stored in archive quality albums or transparent sheets in binders. Binders or albums should be kept

out of direct sunlight preferably on open air shelves. Kodak (2003) recommends the following:

• Provide a cool, dry, uncontaminated storage place.

• Avoid storing prints in the original cardboard box or package. Packaging material that is

suitable for unexposed sensitized materials may not be inert to processed materials. Use

archival safe boxes or envelopes.

• The best storage conditions for color prints are the same as those for most other

photographic products. Store prints in the dark at 75°F (24°C) or lower and at 30- to 50-

percent relative humidity.

CD Use and Storage

Compact Disks (CD) are considered to be a long lasting, inexpensive way of storing digital data. All

monitoring data should be printed and recorded on duplicate CDs for long-term storage. However,

there are a number of things that can greatly affect the longevity of the CDs and, therefore, the

longevity of the data on the CDs. Longevity is usually limited by the cumulative effects of small

scratches and contaminants that are introduced through normal handling and use (Media Sciences,

2003). Therefore, care must be taken to ensure that CDs are used and stored in an appropriate

manner and always in duplicate.

When purchasing recordable CDs it is better to choose more expensive brands that come with their

own jewel case. These days there are hundreds of brands to choose from, each with their own claim


as the best on the market. Ignore the claims as there is no proven ‘best’ brand, but price is linked

with quality. According to Media Science Inc. (2003) there was “no correlation observed between

CD-R quality and dye type (cyanine or phthalocyanine), metallization (gold or silver), or recording

speed (2X-8X)”. For archiving purposes, Media Science Inc. (2003) recommends the following:

“Generally accepted capacities are 650 MB for 74 minute discs and 550 MB for 63 minute discs.

High quality recording should utilize only 550 MB or less of a 74 minute disc, because performance

may rapidly degrade at large diameters.

Use 63 minute CD-R discs for all but the highest capacity applications. Benefit from higher quality

and the improved probability of successful interchange. Careful investigation shows that data

written on 63 minute CD-R discs may be of significantly higher quality than data on 74 minute

discs.”

Once data has been recorded onto the CDs, care must be taken to handle and store them in a proper

manner. When labeling the CDs Media Science Inc. (2003) recommends the following:

“Although damage to the readout surface can cause a disc to fail, the label side is even more

delicate. CD discs have a soft, very thin protective coating on the label surface that is vulnerable to

chemical or physical attack. Physical damage to this surface will destroy the underlying recorded

data, or will admit atmospheric contaminants that corrode the metallic coating. Silver is particularly

vulnerable to attack by sulphur, a common air pollutant. Even aluminum layers used for CD-ROM

discs oxidize when exposed to clean air, resulting in loss of performance. Application of a label or

other marks can also cause degradation. Special non-reactive adhesives or inks must be used to

avoid attack of the metallization layer by migration of chemicals through the protective coating.

The safest method of identification is to rely on the manufacturer's lot code that is present on the

clear inner ring of the disc. Small, custom markings in this area can be safely made with felt-tipped

marking pens that use waterbased inks. Such pens may be available from CD-R manufacturers or

can be purchased at office supply shops.

Popular felt-tipped pens, such as the Sharpie, use solvent-based inks. The solvent can attack

certain CD protective coatings, causing degradation that may not be immediately apparent.

Even water-based inks may not be safe, since the permanent ink from any marking pen can

subsequently degrade the information layer. Do not write using a ballpoint pen or other

object having a hard point.”

CDs should always be stored in clean, non-flexible, plastic jewel cases. Media Science Inc. (2003)

recommends that “both unrecorded and recorded disks should be [stored] in a stable storage

environment of 10 C-15 C and 20%-50% relative humidity, and protected from sunlight and other

radiation sources”. CDs should never be exposed to extreme temperatures or bright light.

Long Term Facilities and Packaging

Care must be taken to use appropriate packaging and facilities for any data that are stored for the

long term. For packaging materials, Kodak (2003) recommends the following:

• Use proper packaging materials. Do not store processed material in the original packaging.

Over time, some adhesives, glues, and products from the manufacture of paper and plastics

are harmful to photographic products.


• All mounting boards, interleaving paper, album covers and pages, and plastic sleeves and

sheets must be free of acids, peroxides, plasticizers, metal particles, wood fibers, sulfites,

nitrates, and chlorides.

• Fumes from mothballs, mildew inhibitors, wood preservatives, paints, varnishes, and wood

glues can contaminate drawers and harm photographic materials. Therefore, open

bookshelves may be a better place to store albums and prints.

Protection against fire is another necessity for obvious reasons. Even with a fireproof vault, as

described below, it is vital to keep the originals and copies in separate locations for added security.

Kodak (2003) recommends the following for long-term storage facilities:

“A ‘fireproof’ storage vault located and constructed in accordance with local building codes and

underwriters’ regulations offers additional protection for large collections. The vault should have

enough insulation to provide satisfactory temperature control all year around, prevent moisture

condensation on the walls, and provide significant resistance to internal temperature increases in

the event of fire. For smaller collections, a fire cabinet or safe will provide protection.

Examine any safe carefully before using it. Many fire-resistant safes and cabinets have a type of

insulation that releases moisture when heated; the interior can become filled with steam during a

fire, which can damage photographic emulsions. Before storing any films or prints in this type of

safe, seal them in moisture proof and photographically inert storage envelopes”.

APPENDIX B: SAMPLE SITE INSPECTION FORMS

The following documents have been provided by the Alberta Conservation Association and

include:

1. Phase 1 ESA Site Visit Form

2. Phase 1 ESA Environmental Assessment Form

3. Phase 1 ESA Interview Form

Phase 1 Environmental Site Assessment (ESA)

Site Visit Form

Site Visit Conducted by:

General Method Used:

Site Visit Date and Time:

Site Visit Conditions:

Property Legal Description:

Qrtr Sect Twp Rnge Mer

Current/Previous Land Use:

Any evidence of current or past use of hazardous materials on the property?

(i.e. PCB’s, asbestos (insulation), Lead (paint, pipes), ozon-depleting substances, urea foam, formaldehyde, radon etc).

Hazardous Materials Inventory:

(Note: approximate quantities/types of containers and storage conditions)

Any unidentified substances observed on the property?

Any storage tanks observed on the property or adjacent properties or previously removed or abandoned tanks/storage facilities?

Any strong noxious or pungent odours detected?

Do property grounds show any sign of contamination?

(e.g. stressed or dead vegetation, soil staining, water films etc)

Any well sites (active or abandoned) including water, oil or gas?

Any pits, lagoons or dug-outs on the property or adjacent properties?

Any buildings on the property?

Does the exterior of any building on the property show sign of contamination?

ALBERTA CONSERVATION ASSOCIATION

ENVIRONMENTAL ASSESSMENT FORM

Site:

Location:

Prepared By: Date:

Please complete the form as fully as possible using “don’t know “ or “not applicable” as appropriate

for questions you cannot answer. The original of this form, sketch map, and photographs should be

submitted with the land acquisition/donation proposal package to Head Office.

Overall Assessment: (Indicate the source of information you consulted in conducting this

assessment):

� Interviews with owner

� Interviews with others-identify:

� Interviews with fire, health, building, land use or environmental official-identify:

*Aerial photos-current

� Aerial photos-historical (give years):

� Topographical maps

� Zoning/land use maps

� Land title search (chain of title history)

� Building Plans

� Other government records-identify:

� Previous environmental assessments-identify:

� Other-specify:

Describe your visit and how you inspected the property: (e.g. walked perimeter, entered buildings,

drove all passable roads, flew over interior, etc.)

List the date and time of all visits and identify all persons present during visits:

Attach a sketch map of the property covered by this assessment (and adjacent property if necessary).

Show any areas of concern noted in this assessment. Identify those areas that you physically inspected

(e.g. paths walked, roads driven, etc.).

Take pictures of the property (particularly any problem areas) and include them with this form.

Property History/Use: List all known historical and current uses of the property (e.g. agricultural,

manufacturing, undeveloped land, etc.) Identify all known owners/operators. Include dates/time periods

of these uses as appropriate.

List all known historical and current uses of adjacent properties that might have an impact on this

property. Include dates/time periods as appropriate.

List all buildings/structures on the property and their uses.

General Property Condition: (When visiting the property, did you observe the following):

Yes No Don’t

Know

Distressed vegetation or any areas that were bare for no

apparent reason.

Unusual odors.

Stains (unusual or around areas where chemicals are

stored/used)

Evidence of dumping

Trash or other debris

Drains

Any unusual depressions or mounds

Sheens or unusual colors on the surface of water bodies

Piping/vents for underground storage tanks

Comment on any yes answers above and locate those areas on the sketch map.

Identify any other areas of concern and identify on sketch map.

Water Impoundments: (Indicate if any of the following are on the property and how they are used

and what they contain. Identify any of the following on the sketch map.)

� Ditches:

� Pits:

� Ponds:

� Lagoons:

� Clarifiers:

� Oil/water separators:

� Surface impoundments:

� Sumps:

Drums: (If storage drums are on the property, show them on the sketch map and provide the

following information):

� Are they empty:

� What is/was in the drums:

� Any evidence of leaking:

� Will the drums need to be moved:

� Describe the area around the drums:

Transformers: (If transformers, pole-mounted or pad-mounted are located on the property, show

them on the sketch map and provide the following information):

� Type of device and who owns them:

� Are they labeled as containing PCB’s or being PCB free:

� Any evidence of leaking or damage:

Storage Tanks: (If storage tanks are or were on the property, show them on the sketch map and

provide the following information):

� Is/are the tanks above or below ground:

� Age and size of tanks:

� What was/is stored in the tanks:

� Details on any tank that has been removed:

� Describe permits for the tank, if available:

� Results for any tank and associated piping that has been tested:

� Describe the area around the tank and indicate any evidence of leaking or spilling:

Septic Tanks or fields: (If septic tanks or fields are on the property, show them on the sketch map and

provide the following information):

� Are they in use or abandoned:

� Did they receive any industrial materials and what type:

Wells: (If wells are on the property, show them on the sketch map and provide the following

information):

� The type of well and how is it used:

� Are the wells in use or abandoned:

� Are the wells locked or protected:

� If the well has been tested attach results.

� Have there been any complaints about the quality of the water or flow rate:

Mineral/Petroleum Operations: (If any oil or gas wells, or other mining activities are on the

property, show these locations on the sketch map and provide the following information):

� The type of operation:

� Where the wastes of the operation was disposed:

� Any gas or oil pipelines:

� Details of any pipeline leakage:

� The owner/operator of any well, pipeline or mine:

Radon: (Attach the results of any radon test conducted in any building on the property)

Asbestos: (Describe any evidence of materials that are likely to contain asbestos. Check roof, exterior,

pipe coverings, spray-on fire proofing, cement sheet, etc. Describe the types, amounts and condition of

materials intact or deteriorating)

Fill: (If fill has ever been brought to the property, indicate where and when it was placed and where it

came from)

Grading: (If there has been any grading or disturbance to the soil, indicate why)

Chemicals: (If any chemicals have been used on the property, indicate the types of chemicals, how

they were used and where and how they were stored. Chemicals are industrial materials, cleaning

compounds, lubricating agents, greases, oils, heating fluids, gasoline, pesticides; i.e. insecticides,

herbicides, fungicides and fertilizers and metals)

Waste Disposal: (If the property has been used to dispose of waste, indicate the kinds of materials

disposed and identify the method of disposal; i.e. burning, discharge to waterbody, dump, land

farming, landfill, recycled, settling ponds, surface impoundments, etc. Identify these sites on the

sketch map)

Material Method of Disposal

Appliances

Asbestos

Automobiles

Chemicals

Construction debris

Garbage (food wastes)

Household trash

Incinerator ash

Industrial wastes

(identify)

Mining wastes

Pesticide containers

Pesticides

Petroleum products

Sewage sludge

Tires

Other (identify)

Spills: (If there has been a chemical spill or leak on the property, indicate what was spilled, where it

was spilled, how much, and what actions were taken in response)

(Indicate if there has been any chemical spills or leaks on adjacent properties or in the surrounding

area)

Studies/Records/Enforcement:

� Attach copies of any previous environmental assessments, tests, samplings or impact statements that

have been conducted for the property.

� Indicate any communications the current landowner has had with any government agency concerning

environmental conditions on the property.

� Indicate if government officials have ever investigated, cited or been involved with any violations of

any environmental law on this property or in the immediate area.

� Does this property or any property within one-half mile radius appear on any list of “problem” sites

maintained by an environmental agency.

Summary: Summarize the overall condition of the property and your conclusions and/or

recommendations regarding the property.

Signature of Preparer: Date:

Signature of Reviewer: Date:

Phase 1 Environmental Site Assessment (ESA)

Interview Form

Interview Conducted by:

Name of Interviewee:

Interview Date and Time:

Interviewee Relation to the Property

Property Legal Description:

Qrtr Sect Twp Rnge Mer

Current/Previous Land Use:

How long have the current owners had the property?

To the best of your knowledge have any businesses occupied either all or portions of the property in the past, as owners, renters or leasers?

To the best of your knowledge have portions of the property been owned, rented or leased to other businesses that could have stored chemicals, washed machinery, or produced or used hazardous materials?

Are you aware of any past or current above ground or below ground storage tanks on the property or adjacent properties?

Are you aware of the storage of any chemicals/fuels or other hazardous materials that are, or were previously, stored on the property or adjacent properties?

Are you aware of any hazardous material spills that have occurred on the property or adjacent properties?

Interview Limitations:

Signatures

Interviewee: ACA Interviewer:

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