Project Name:___________________ Project Manager _________________________ TMP __________________________ Location _______________________________ Acquisition / Easement (choose one) Est. Acquisition Cost ____________________ Key information: __________________________________________________________ ________________________________________________________________________ Anticipated Completed Responsible Date Date Party Initiate Project Landowner contacted by HC lead Site visit/meeting with Landowner: Background: Check HC membership records Background: Obtain parcel map and existing GIS data Background: Check municipal open space map & zoning Visual inspection for environmental problems Retainer received (if appropriate) Endowment Endowment amount estimate calculated by HC lead, VP Res. Prot., VP- Finance and President Landowner informed of endowment estimate (final amount to be calculated after easement is drafted) Go/No Go Go/No Go Discussion - Res. Prot. & Stewardship staff Response letter drafted by HC lead for President's signature if No Go If Go, HC lead prepares proposal / letter as per HC form and sends to VP Finance for review Proposal / letter submitted to Landowner for signature by HC lead Signed proposal rec'd; copy sent to VP Finance to assign contract # Agreement of Sale Agreement signed Deposit made ($ ) Additional deposit ($ ) Due Diligence period expires Agreement expires / Settlement date Appraisal (Required in ALL CASES) Appraisal obtained Second appraisal obtained Funding Funder 1: Application deadline Funder contacted Letters of support, municipal resolution, appraisal Application submitted Acknowledgement received Payment available/received Funder 2: Application deadline Letters of support, municipal resolution, appraisal Page 1 of 5 Project Name:___________________ Project Manager _________________________ TMP __________________________ Location _______________________________ Acquisition / Easement (choose one) Est. Acquisition Cost ____________________ Key information: __________________________________________________________ ________________________________________________________________________ Anticipated Completed Responsible Date Date Party Application submitted Acknowledgement received Payment available/received Funder 3: Application deadline Funder contacted Letters of support, municipal resolution, appraisal Application submitted Acknowledgement received Payment available/received Prepare Conservation Easement (CE) or Deed Restriction Covenant Aerial map prepared HC lead negotiates restrictions and draft CE with Landowner HC lead and Conserv. Biologist meet to discuss property's features and CE restrictions Final draft of CE reviewed by HC attorney CE reviewed by funders CE reviewed by HC attorney (if appropriate) CE sent to Landowner or municipality (and his/her attorney ___________________, Esq.) Environmental Audit Phase I Environmental audit ordered Existing buildings & Leases addressed Confirm Liability Insurance coverage Board Approval HC lead prepares memo on transaction for Board approval (submit 2 weeks before BOD meeting) Board approval rec'd on __________; copy of minutes included in file Title Title report (record owner/lien search/legal description) & Insurance ordered from _________________________ Title Co. Title issues cleared; mortgage subordination obtained Subdivision Approval (if applicable) Subdivision approved by township Survey Deed plotted from legal description to ensure boundaries close (optional) Page 2 of 5 Project Name:___________________ Project Manager _________________________ TMP __________________________ Location _______________________________ Acquisition / Easement (choose one) Est. Acquisition Cost ____________________ Key information: __________________________________________________________ ________________________________________________________________________ Anticipated Completed Responsible Date Date Party Survey ordered in case of 1) funder requirement 2) reserved areas 3) building envelope demarcated Building envelope monumented (if appropriate) Baseline (order min. 1 month before closing) Conservation biologist conducts site visit Cons. Biologist prepares baseline documentation Cons. Biologist prepares Conservation Plan (if appropriate) Conserv. Biologist and HC lead review baseline documentation for measurability against restrictions Pre-Closing Arrange settlement location, notify all parties Request checks from funders Request check from VP Finance (at least 2 weeks in advance) Notify VP Advancement of closing VP Advancement drafts acknowledgement letter to Landowner for Pres to sign (including reminder that Landowner may need to file IRS Form 8283 (Noncash Charitable Contributions); told that Conserv. Biologist will be contacting him/her; asked to sign attached publicity release; and given honorary 1-year HC membership) (To be completed w/in 48 hours after closing) Publicity release received back from Landowner Endowment check received at closing and forwarded to VP Finance OR Pledge form executed and copied to VP Finance & VP Advancement Page 3 of 5 Project Name:___________________ Project Manager _________________________ TMP __________________________ Location _______________________________ Acquisition / Easement (choose one) Est. Acquisition Cost ____________________ Key information: __________________________________________________________ ________________________________________________________________________ Anticipated Completed Responsible Date Date Party Closing HC lead brings: 1) agreement of sale 2) DCNR deed restrictions, covenant w/county, CE 3) check 4) board resolution authorizing acquisition 5) board approval authorizing signature Legal documents signed and notarized at closing Baseline documentation accuracy statement signed by both parties at closing and attached to baseline report (if not part of Easement) Post-Closing Executed legal document (CE/Deed) recorded by __________, stamped duplicate obtained showing book and page information where recorded Director of Property Mngmt. calls insurance agent to add property (if owned) Original executed document showing stamped recording information obtained from courthouse Resource Protection Admin. Asst. gives original CE/Deed to VP Finance for storage in safe deposit box . Copy of executed legal document made for file (becomes Master Copy) HC lead sends VP-Finance: 1) copy of settlement sheet 2) copy of Deed for owned properties 3) Copy of appraisal page(s) showing value HC lead notifies Dir. of Advancement of closing Transfer to Property Stewardship Within two weeks after closing, HC lead convenes meeting with Conserv. Biologist, Resource Protection Admin. Asst., VP Finance, Dir. of Property Mngmt., and Advancement staff (Grants, Communications, Major Gifts) to review property issues, turn over file, and complete this checklist Director of Property Mngmt. prints copy of checklist for President to sign for file Monitoring schedule established at meeting Development staff enters pertinent Landowner information into database Press release distributed by Dir. of Advancement Dir. of Property Mngmt. assigns site a property #; informs VP Finance Page 4 of 5 Project Name:___________________ Project Manager _________________________ TMP __________________________ Location _______________________________ Acquisition / Easement (choose one) Est. Acquisition Cost ____________________ Key information: __________________________________________________________ ________________________________________________________________________ Anticipated Completed Responsible Date Date Party Resource Protection Admin. Asst. ensures file is complete and 1) marks Master Copy in red ink 2) makes extra, stamped copies and marks them as File Copies 3) makes 3 copies of maps; and 4) notes and dates final (vs. draft) versions of documents and maps HC lead arranges for property information to be entered in HC Property & Easement database by Conserv. Biologist Draft summary sheet printed out from database by Conserv. Biologist and given to HC lead for review Conserv. Biologist adds finalized summary sheet to hard copy book and sends copy to Dir. of Advancement Application for property tax exemption pursued by VP Finance/General Counsel (if appropriate) Conservation Biologist send letters to Landowners both before and after annual site visit Follow-Up VP Advancement arranges press conference (if appropriate) Dir. of Prop. Mngmt. obtains written Landowner approval to erect HC sign "Property Protected" sign erected at site by Prop. Management Dept. Pledge and other monies monitored by VP Finance Landowner's neighbors contacted by Advancement Dept. (optional) President's Signature Page 5 of 5