Phase 5 of 5 - Operate

Now we are owners

The panels are already generating. This is the part that lasts 25 years: reading the data, caring for the system, managing the money transparently, and deciding together what comes next.

Your dashboard

This is what it looks like inside

The dashboard that the operator and CleantechHUB provide. You access it through a browser with a username and password; some operators have a mobile app. CleantechHUB also sends a monthly summary via WhatsApp to the community group.

All numbers in this section are an EXAMPLE

They are not from any real community, nor a projection of what yours will produce. We made them up to show you what the screen looks like, using the Playbook's range for a 20 kWp system as a reference: between 60 and 90 kWh on a normal sunny day. Your project will have different numbers.

Solar Energy Community of El Ejemplo

20 kWp system - Sample data

EXAMPLE -- sample data
Producing now

14.2 kW

Like a car's speedometer, but for energy. (example)

Produced this year

26,480 kWh

Accumulated since January. (example)

Savings this year

COP 21,184,000

Distributed among the project's families. (example)

CO2 avoided

3.3 ton

What was not burned in coal or gas. (example)

Sample data ("example"), not from a real community. The April-June dip illustrates a rainy season: lower production in a rainy month is normal, not a malfunction.

How to read the data

  • High production + high consumption = good utilization. The community is making good use of its solar energy.
  • High production + low consumption = surplus energy. Good news: you are earning credits or compensation for what you feed into the grid.
  • Low production + high consumption = something may be wrong. Check whether the panels are dirty, whether there are new shadows, or whether there is a technical problem. Report to the operator.
  • Low production in a rainy month = normal. Do not be alarmed. When the sun returns, production recovers.

The system alerts you automatically

Automatic alerts arrive when production drops significantly (possible technical problem), when an individual panel is not producing (possible damage), when a production milestone is reached (for example, 10,000 cumulative kWh), and when it is time for scheduled maintenance.

Maintenance

The yearly calendar

Solar panels are one of the easiest technologies to maintain: no moving parts, no fuel needed, no noise. But they do need a minimum of attention.

Community task Operator task

Source: Community Playbook, Chapter 22. Cleaning is done every 2-4 months or when the panels are visibly dirty; the calendar below is a guideline, not a rigid obligation.
Activity Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Production monitoring (weekly)
Visual inspection (monthly)
Inverter check (monthly)
Panel cleaning (every 2-4 months)
Full technical inspection
Inverter and connections review
Panel thermography (annual)
Structure and anchor review (annual)

How to clean the panels (important)

  • Use clean water and a soft sponge or cloth. NEVER use soap, detergent, or chemical products.
  • Clean early in the morning (before 8 AM) or in the late afternoon, when the panels are cool. If you clean them under the midday sun, cold water on hot glass can cause micro-fractures.
  • Rinse with plenty of water to remove dust, leaves, and bird droppings.
  • Do not stand on the panels. Do not scratch them with metal tools.

What to check every month

  • That there are no broken, cracked, or discolored panels.
  • That cables are properly connected and undamaged (rodents, excessive sun).
  • Around the panels: has a tree grown that now shades them? Are there objects on top?
  • That the support structure is firm: no loose screws, no excessive rust.
  • The inverter: green light = working well; red or orange = problem. Write down the screen message and report it.
  • If production drops more than 20% compared to the previous month (and it is not rainy season), report to the operator.
Now we are owners

The part that lasts 25 years

The panels are already generating. What follows is reading the data, caring for the system, managing the money transparently, and deciding together what comes next. That is what ownership means.

Financial management

Three formats for the books

If the money is managed transparently, the community stays united. If not, everything falls apart.

Monthly financial report

Presented by the treasurer to the Board each month - View and copy

Annual accountability report

For the ordinary General Assembly - View and copy

Dividend calculation

How the 30% community share is distributed - View on this page

All templates on this site are text you can see and copy, not files to download. That way they work on any phone, without Word and without using data.

Monthly financial report

MONTHLY FINANCIAL REPORT
Solar Energy Community Association of [NAME]
Month: [MONTH] [YEAR]

OPENING BALANCE: COP _______________

INCOME:
  Member contributions ................. COP __________
  Grid injection compensation .......... COP __________
  CPC dividends ........................ COP __________
  Other income ......................... COP __________
  TOTAL INCOME ......................... COP __________

EXPENSES:                                       Receipt No.
  Administration ...... COP __________   ______________
  Maintenance ......... COP __________   ______________
  Training ............ COP __________   ______________
  Other expenses ...... COP __________   ______________
  TOTAL EXPENSES ...... COP __________

CLOSING BALANCE: COP _______________

Bank account balance (per statement): COP _______________
Difference (should be $0): COP _______________

Prepared by: _______________ (Treasurer)
Reviewed by: _______________ (President)
Date: _______________

The five golden rules

  1. Dual signatures always. Every withdrawal requires the signature of both the president AND the treasurer. No exceptions.
  2. Receipts for everything. Every expense, no matter how small, must have supporting documentation.
  3. Monthly financial report. The treasurer presents a report to the Board each month.
  4. Annual accountability. Members have the right to ask about any transaction.
  5. Oversight Committee review. Every 2 months, with a report to the assembly.

How dividends are distributed

When the project generates profits and the 30% community share is distributed:

  1. Reserve fund: minimum 10% for emergencies and major maintenance.
  2. Education fund: 5% for member training (mandatory if you become a cooperative under Ley 79 de 1988).
  3. Distribution to members: the remainder, proportionally according to each person's CPC (Community Participation Certificates).

The assembly can decide to allocate a larger percentage to reinvestment -- more panels, batteries, another project -- instead of distributing it. That decision is made by simple majority.

Assemblies and decisions

The annual assembly, step by step

The most important moment in the life of the cooperative: where accountability is rendered, decisions are made, and the collective commitment is renewed.

  1. Week 1: the Board of Directors prepares the annual management report. The treasurer closes the books and prepares the financial report. The Oversight Committee prepares its own.

    Week 2: the Board prepares the work plan and budget proposal for the following year, the agenda is drafted, and it is determined whether elections are due.

  2. The notice is sent to all members with at least 15 days' advance notice. It includes the date, time, location, agenda, and the documents to be presented.

    Week 4: the venue is prepared (chairs, head table, whiteboard), attendance sheets and reports are printed, and attendance is confirmed via WhatsApp.

  3. Typical agenda: verification of quorum and opening - election of assembly president and secretary - reading and approval of the agenda - reading and approval of the previous minutes - Board management report - Treasurer's financial report - Oversight Committee report - energy production and savings report for the year.

    Respect the schedule. If the notice says 9:00 AM, start at 9:00 AM. That builds respect and discipline.

  4. Record every vote. "Those in favor, raise your hand" (count), "those against" (count), "abstentions" (count). The secretary records the result.

    These decisions require 2/3 of the votes, not just a simple majority: amending the bylaws, dissolving the organization, selling or mortgaging assets, merging with another organization, changing the corporate purpose.

  5. The work plan and budget for the following year are presented and approved. Then new business, and adjournment.

    Do not mix topics. If someone brings up a topic not on the agenda, note it for "new business" or the next meeting. If a discussion drags on too long: "Let's create a committee to study this issue and bring a proposal to the next meeting."

    See the accountability report template →

Conflict resolution

Five problems you will face

Where there are people, there are conflicts. The point is not to avoid them -- that is impossible -- but to have clear and fair mechanisms to resolve them.

1 - A member does not pay their dues

Situation: a member owes 3 months of dues and is not responding to calls.

  1. First notice (verbal or WhatsApp): the treasurer contacts the member kindly. "We noticed you have overdue payments. Is there a difficulty? How can we help?"
  2. Second notice (written): if 15 days pass without a response, send a formal message citing the bylaws.
  3. Payment plan: if the member states financial difficulty, the Board can approve a flexible plan.
  4. Suspension: after 60 days without response or payment, the Board can suspend benefits (but maintains membership).
  5. Expulsion: after 6 months without resolution, the Board can propose expulsion to the Assembly. The member has the right to be heard before the decision.
2 - "Some benefit more than others"

Situation: some members feel that others benefit more.

  1. Total transparency: post the financial reports where everyone can see them (community board, WhatsApp). When information is public, suspicions decrease.
  2. Explain the mechanism: benefits are distributed proportionally to each member's CPC. If someone has more CPC, they receive more -- but that is because they contributed more. The vote remains one per person.
  3. Clarification meeting: if dissatisfaction persists, call a meeting where the treasurer explains with exact numbers how the benefits were distributed.
3 - Disagreements on the Board of Directors

Situation: the president and the treasurer cannot agree on how to use a fund.

  1. Board debate: decisions are made by majority. If there is a tie, the decision can be postponed to seek more information.
  2. Oversight Committee mediation if the disagreement persists.
  3. Assembly decision: if the Board cannot resolve it, the matter goes to the General Assembly, which decides by vote.
  4. Golden rule: never make financial decisions in the heat of the moment. If there is conflict, postpone 48 hours and decide with a cool head.
4 - Problems with the technical operator

Situation: the panels produce less than promised, or the operator does not respond to maintenance requests.

  1. Document: record in writing, with dates and evidence: actual production versus promised production, unattended maintenance requests.
  2. Formal communication: send a letter to the operator describing the problem and citing the contract clauses being breached.
  3. CTH support: notify CleantechHUB. CTH acts as a mediator between the community and the operator.
  4. Escalation: if the operator does not respond, CTH can activate the breach clauses, including penalties or contract termination.
5 - Concentrated or authoritarian leadership

Situation: a president who makes decisions without consulting, who does not call meetings, or who acts as if the cooperative were their own.

  1. Direct conversation: Oversight Committee members speak with the president: "We need decisions to be made at the Board, as the bylaws state."
  2. Oversight Committee convening: if there is no change, the Committee can call an extraordinary Board meeting to address the issue.
  3. Extraordinary assembly: if the problem persists, the Oversight Committee or a group of at least 20% of members can call an Extraordinary General Assembly to discuss the matter and, if necessary, revoke the president's mandate and elect a new one.
  4. Prevention: establish term limits in the bylaws (maximum 2 consecutive terms).

The path, always in this order

  1. Direct dialogue between the parties involved.
  2. Internal mediation by the Oversight Committee.
  3. Board of Directors decision if the Committee cannot resolve it.
  4. General Assembly decision if the Board cannot resolve it.
  5. External mediation at a municipal Conciliation Center: last resort before legal action.
What's next?

Five paths to grow

Members are saving, the system is producing, the community feels proud. It is time to think big.

1 - Expand capacity

If the panels are generating well and demand has grown, install more on the same roof or land. It is the simplest: you already have the structure, permits, and relationship with the operator. You only need to finance the additional panels.

2 - Add new members

Families who initially did not want to participate and now see the results can join: they pay their contribution, receive their CPC, and start benefiting. It strengthens the cooperative financially and socially.

3 - New project types

  • Batteries: energy at night or during outages.
  • Electric vehicle charging: electric motorcycles and bikes are increasingly common. Can be a revenue source.
  • Solar water heating: simple and proven technology.
  • Energy efficiency: LED lights, efficient use of appliances.

4 - Form a federation

When several cooperatives operate in the same region, they can join into a Second-Tier Cooperative. This enables negotiating better prices (collective purchasing power), sharing knowledge, accessing larger financing, having a political voice, and creating shared services: accounting, legal advice, training.

5 - Become a full cooperative

After 2-3 years of successful operation as an association: tax benefits (20% on surpluses versus 35% corporate rate), more robust legal framework, institutional recognition.

Requirements: minimum 20 members (which you already have); all must certify 40 hours of cooperative training (CleantechHUB provides it); new bylaws aligned with Ley 79 de 1988; registration with Supersolidaria (the solidarity economy regulator). Process: 6-9 months, but with accumulated experience it is much easier than starting from scratch.

The long-term vision

The ultimate goal is for your community to not only produce energy, but to be a recognized actor in Colombia's energy transition. Over time, community energy cooperatives can join departmental and national networks, participate in shaping energy policy, access carbon markets, generate skilled technical employment, and become a model for other communities in the country and the region.

Your community is building something that goes beyond a few solar panels. It is building energy sovereignty, economic democracy, and a cleaner future.

Tell us how it went

This playbook is a living tool. If you have questions, suggestions, or want to share your community's experience, write to us.

info@cleantechhub.net See templates and directory