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WhatsApp version

Neighbors of [COMMUNITY NAME]:

We cordially invite you to a COMMUNITY MEETING about a topic that concerns us all:

SOLAR ENERGY FOR OUR COMMUNITY

At this meeting we will explain how we can produce our own electricity with solar panels, reduce the electricity bill, and become owners of a clean energy project.

DATE: [DAY, DATE]
TIME: [TIME]
LOCATION: [VENUE]

What you will learn:
- How community solar panels work
- How much you can save on the electricity bill (up to COP 150,000/month)
- How to become co-owners of the project (30% belongs to the community)
- What government and international support is available
- Success stories from other countries and from Colombia

No technical knowledge needed. Come, listen, ask questions, and decide.

Refreshments will be served.

Organized by: [PROMOTER GROUP NAME]
Information: [NAME] -- Cell. [NUMBER]

We look forward to seeing you! Energy belongs to everyone.

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Formal version (letter or email)

[LOGO / ORGANIZATION NAME]

[CITY], [DATE]

To
Members of the Community of [NAME]
Dear all,

By means of this letter, we invite all residents of [COMMUNITY NAME / VILLAGE / NEIGHBORHOOD] to an informational meeting about the formation of a Solar Energy Community.

DATE: [DAY, DATE]
TIME: [TIME]
LOCATION: [VENUE]

AGENDA:
1. Welcome and introduction of the Promoter Group
2. What is a community energy cooperative?
3. Benefits for community families
4. Legal framework and institutional support
5. Success stories
6. Questions and answers
7. Registration of interested parties

Your participation is essential. This is an opportunity for our community to take control of its energy future.

Sincerely,

_______________
[NAME]
Promoter Group Coordinator
Energy Community of [NAME]
Cell: [NUMBER]

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The poster and radio spot templates are in Organize.

Print several copies. Clarify at the meeting: "Signing this sheet is not a commitment. It is just to keep you informed."

The complete bylaws -- 31 articles in 7 chapters -- are in an interactive builder: you fill in your community's details and the draft builds itself, ready to copy.

Go to the bylaws builder →

Notice for the Founding Assembly

Send it with 15 days' advance notice to everyone who signed the interest sheet. It can be via WhatsApp, but keep evidence.

NOTICE OF FOUNDING GENERAL ASSEMBLY

All persons interested in becoming members of the Solar Energy Community Association of [NAME] are hereby called to the Founding General Assembly to be held as follows:

Date: [DATE]
Time: [TIME]
Location: [VENUE]

AGENDA:
1. Verification of quorum and opening of the assembly
2. Election of assembly president and secretary
3. Presentation and reading of the draft bylaws
4. Discussion and approval of the bylaws
5. Election of the Board of Directors
6. Election of the Oversight Committee
7. Authorization for registration procedures
8. New business

[NAME OF PROMOTER GROUP COORDINATOR]
Promoter Group - Energy Community of [NAME]

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Notice for Board of Directors meeting

NOTICE
Regular Meeting of the Board of Directors
Solar Energy Community Association of [NAME]

Date: [DATE]
Time: [TIME]
Location: [VENUE]

AGENDA:
1. Reading and approval of previous minutes
2. President's report
3. Treasurer's financial report
4. Technical Committee report (if applicable)
5. Pending matters
6. New business
7. Next meeting

Punctual attendance is requested.
[NAME OF SECRETARY]

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Board of Directors meeting minutes

MINUTES No. [NUMBER]
[Regular/Extraordinary] Meeting of the Board of Directors
Solar Energy Community Association of [NAME]

Date: [DATE] | Start time: [TIME] | Location: [VENUE]

ATTENDEES:
- [Name] -- President
- [Name] -- Vice President
- [Name] -- Secretary
- [Name] -- Treasurer
- [Name] -- Board Member

ABSENT WITH EXCUSE: [Names]
ABSENT WITHOUT EXCUSE: [Names]

PROCEEDINGS:

1. Reading of previous minutes: Approved without changes / with the
   following changes: [...]

2. President's report: [Summary of activities carried out since
   the last meeting]

3. Financial report:
   Previous balance: COP [AMOUNT]
   Income: COP [AMOUNT]
   Expenses: COP [AMOUNT]
   Current balance: COP [AMOUNT]

4. [Other agenda items with description of discussion
   and decisions]

ACTION ITEMS:
  Responsible      | Task             | Deadline
  -----------------|------------------|-------------
  [Name]           | [Task]           | [Date]

Next meeting: [DATE]
Closing time: [TIME]

Signed:

_______________              _______________
President                    Secretary

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This is the organization's "birth certificate." The assembly secretary drafts it, and it is signed by the assembly president and secretary, plus all founding members. It is the main document the Chamber of Commerce requires.

FOUNDING GENERAL ASSEMBLY MINUTES
SOLAR ENERGY COMMUNITY ASSOCIATION OF [NAME]

In [MUNICIPALITY], department of [DEPARTMENT], Republic of Colombia, at [TIME] on [DAY] of [MONTH] [YEAR], the persons listed in the attached attendance sheet gathered at [SPECIFIC VENUE] for the purpose of establishing the Solar Energy Community Association of [NAME].

Quorum was verified with the presence of [NUMBER] persons, and the assembly was declared duly convened.

[FULL NAME], identified with citizenship ID No. [NUMBER], was elected as Assembly President, and [FULL NAME], identified with citizenship ID No. [NUMBER], was elected as Assembly Secretary.

The following agenda was followed:

1. DECLARATION OF INTENT TO INCORPORATE

Those present freely and voluntarily declared their decision to establish the Solar Energy Community Association of [NAME] as a nonprofit entity of a community nature, with domicile in the municipality of [MUNICIPALITY], department of [DEPARTMENT].

2. APPROVAL OF BYLAWS

The draft bylaws prepared by the Promoter Group were read aloud. After discussing each chapter and answering attendees' questions, the bylaws were submitted to a vote in their entirety.

Result: [NUMBER] votes in favor, [NUMBER] votes against, [NUMBER] abstentions.

The bylaws were approved [unanimously / by majority].

3. ELECTION OF THE BOARD OF DIRECTORS

The Board of Directors was elected for a term of two (2) years, with the following results:

- President: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Vice President: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Secretary: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Treasurer: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Board Member: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes

4. ELECTION OF THE OVERSIGHT COMMITTEE

The Oversight Committee was elected for a term of two (2) years:

- Member 1: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Member 2: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes
- Member 3: [FULL NAME] -- ID [NUMBER] -- Elected with [NUMBER] votes

5. AUTHORIZATIONS

The assembly authorized the elected President and Secretary of the Board of Directors to:
a) Carry out the registration procedures with the Chamber of Commerce of [MUNICIPALITY].
b) Obtain the RUT (tax ID) from DIAN (the tax authority).
c) Open a bank account in the name of the Association.
d) Apply for registration with RUCE (the unified registry of energy communities).
e) Execute the contracts and agreements necessary for the development of the corporate purpose.

This authorization was approved with [NUMBER] votes in favor.

6. INITIAL CONTRIBUTION

The membership contribution was set at COP [AMOUNT] per member. Founding members shall make their contribution within [NUMBER] days following this assembly. Payment in installments of up to [NUMBER] months is authorized.

7. NEW BUSINESS

[Record any other topics discussed and decided]

There being no further business, the session was adjourned at [TIME].

In witness whereof, signed by the Assembly President and Secretary.

_______________              _______________
[NAME]                       [NAME]
Assembly President           Assembly Secretary
ID No. [NUMBER]              ID No. [NUMBER]

ATTACHMENT: Attendance list with names, ID numbers, and signatures of the [NUMBER] founding members.

Copy founding minutes

One for each member who joins. Keep them in a physical folder under the secretary's responsibility.

MEMBERSHIP FORM
SOLAR ENERGY COMMUNITY ASSOCIATION OF [NAME]

PERSONAL INFORMATION

Full name: _______________________________________________
Citizenship ID No.: ______________________________________
Date of birth: ___________________________________________
Home address: ____________________________________________
Village / Neighborhood: __________________________________
Municipality: ____________________________________________
Cell phone: ______________________________________________
Email (if available): ____________________________________
Occupation: ______________________________________________

HOUSEHOLD INFORMATION

Number of people in the household: ___
Socioeconomic stratum: ___
Average monthly electricity bill (COP): _________________
Electricity service account No. (on the bill): __________
Grid operator: ___________________________________________

CONTRIBUTION TYPE

[ ] Full contribution: COP [AMOUNT]
[ ] Reduced contribution (economic vulnerability): COP [LOWER AMOUNT]
[ ] Installment plan: ___ installments of COP ___
[ ] In-kind contribution: Describe ______________________

DECLARATIONS

By signing this form, I declare that:
1. I have read (or had read and explained to me) the
   Association's bylaws and I accept them.
2. I commit to fulfilling the member duties established
   in the bylaws.
3. I understand that my contribution gives me the right
   to participate in the Association and to receive
   the benefits derived from the solar energy project.
4. The information provided in this form is truthful
   and complete.
5. I authorize the processing of my personal data for the
   purposes of the Association, in accordance with
   Ley 1581 de 2012 (Colombia's data protection law).

Signature: ________________________________________________
Date: _____________________________________________________

INTERNAL USE

Received by: ______________________________________________
Position: _________________________________________________
Date of entry in the registry: ____________________________
Member No.: _______________________________________________
Contribution received: COP _______________ Date: ___________
CPC assigned: _______________ Certificate No.: _____________

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Presented at the ordinary General Assembly. This is the document that sustains the trust of the entire community: do it well.

ANNUAL ACCOUNTABILITY REPORT
SOLAR ENERGY COMMUNITY ASSOCIATION OF [NAME]
PERIOD: [YEAR]

Presented to the Ordinary General Assembly on [DATE]

1. GENERAL INFORMATION

Total members at the beginning of the period: ___
New members during the period: ___
Withdrawals during the period: ___
Total members at the close of the period: ___

2. MANAGEMENT REPORT

2.1. Summary of activities carried out:
[List the main activities of the year: meetings, procedures,
events, training, visits, paperwork]

2.2. Work plan compliance:

  Planned activity       | Status                              | Notes
  -----------------------|-------------------------------------|------
  [Activity 1]           | Completed / In progress / Not done  |
  [Activity 2]           |                                     |
  [Activity 3]           |                                     |

2.3. Main achievements of the year:
[List of main achievements]

2.4. Difficulties encountered:
[List of problems and how they were handled]

3. ENERGY PRODUCTION REPORT

Installed capacity: ___ kWp
Total energy generated in the period: ___ kWh
Energy consumed by members: ___ kWh
Energy fed into the grid: ___ kWh
Estimated total savings for members: COP _______________
Average savings per family/month: COP _______________
CO2 avoided: ___ tons

4. FINANCIAL REPORT

4.1. Income and expense statement:

INCOME:
  Member contributions ..................... COP __________
  Energy injection compensation ............ COP __________
  CPC dividends (30% community share) ...... COP __________
  Donations received ....................... COP __________
  Other income ............................. COP __________
  TOTAL INCOME ............................. COP __________

EXPENSES:
  Administrative expenses .................. COP __________
  Equipment maintenance .................... COP __________
  Training and education ................... COP __________
  Trust fund contributions ................. COP __________
  Other expenses ........................... COP __________
  TOTAL EXPENSES ........................... COP __________

RESULT FOR THE PERIOD: COP _______________

4.2. Bank account balance at close: COP _______________

4.3. Accumulated reserve fund: COP _______________

4.4. Proposed surplus distribution:

  Destination                 | Percentage | Amount (COP)
  ----------------------------|------------|------------
  Reserve fund                | 10%        |
  Education fund              | 5%         |
  Project reinvestment        | ___%       |
  Distribution to members     | ___%       |
  TOTAL                       | 100%       |

5. OVERSIGHT COMMITTEE REPORT

[The Oversight Committee presents its independent report on
the management of funds, compliance with the bylaws, and any
observations it deems pertinent]

6. PROPOSED WORK PLAN FOR THE NEXT YEAR

  Activity       | Responsible | Deadline | Budget (COP)
  ---------------|-------------|----------|-------------
  [Activity 1]   |             |          |
  [Activity 2]   |             |          |
  [Activity 3]   |             |          |

TOTAL PROPOSED BUDGET: COP _______________

Presented by:

_______________              _______________
President                    Treasurer
Board of Directors           Board of Directors

Reviewed by:

_______________
Oversight Committee

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