Formation and Structure
Ten weeks from the first informational assembly to CREG registration. In parallel, the Council approves the Resolution that gives the program permanence.
From assembly to CREG registration
Four blocks, ten weeks. Click each block to see the week-by-week detail.
-
Present the concept, address concerns, and collect written expressions of interest
Weeks 7-8Minimum attendees to continue: 20 people -- this is the minimum requirement to form a cooperative. For an association, 10 suffice, and that is the pathway the Playbook recommends to start.
Assembly content: what an energy community is, benefits, obligations, and an open Q&A session.
Responsible: CleantechHUB + Municipality. Deliverable: meeting minutes and list of interested parties.
-
8-hour workshop, divisible into two 4-hour sessions
Weeks 8-10The 8 hours are divided as follows:
- What is an energy community -- 2 hours
- How solar energy works -- 2 hours
- Rights and obligations of members -- 2 hours
- Governance and decision-making -- 2 hours
Materials: FENOGE/IOM educational booklets, available from the EN-Comunidad program (8 booklets).
Responsible: CleantechHUB. Deliverable: training certificates.
-
Signed founding minutes, approved bylaws, board of directors and oversight committee elected
Weeks 10-11What must be resolved that day: founding minutes signed by the founders (minimum 10 for an association, 20 for a cooperative), approval of bylaws, election of board of directors (3-5 members), election of oversight committee (3 members), designation of legal representative, and definition of member contributions.
Templates for the founding minutes and bylaws are available in Tools.
Responsible: Community + CleantechHUB. Deliverable: founding minutes and bylaws.
-
Chamber of Commerce, Tax ID (NIT) with DIAN, RUCE, and CREG
Weeks 11-16Weeks 11-13 -- Chamber of Commerce. Documents: signed founding minutes, bylaws approved at assembly, copy of legal representative's ID, RUES form, and filing fee. Cost: COP $200,000 - $500,000 depending on the Chamber. Timeline: 5-10 business days.
Weeks 13-14 -- Tax ID (NIT) with DIAN. RUT enrollment and NIT issuance. Timeline: 3-5 business days, online or in person.
Weeks 14-15 -- RUCE registration (Resolution 40509/2024, with the Ministry of Mines and Energy). Documents: NIT, bylaws, founding minutes, and member list. Timeline: 15-30 business days.
Weeks 15-16 -- CREG registration as AGRC or GDC, depending on the project configuration. Documents: RUCE registration, project technical information, and contract with the grid operator. Timeline: 30-60 business days. No cost.
The timelines are not additive with the weeks
The Playbook schedule (Ch. 12.2) assigns weeks 14-15 to RUCE and 15-16 to CREG, but the processes themselves take 15-30 and 30-60 business days respectively. The weeks indicate when each filing is submitted, not when the response arrives. Plan for the community to be constituted and filed by week 16, and for certificates to arrive afterward.
| Week | Activity | Responsible | Deliverable |
|---|---|---|---|
| 7-8 | Informational assembly | CTH + Municipality | Meeting minutes, list of interested parties |
| 8-10 | Basic training | CTH | Training certificates |
| 10-11 | Constitutional assembly | Community + CTH | Founding minutes, bylaws |
| 11-13 | Chamber of Commerce registration | CTH + Community | Certificate of existence |
| 13-14 | Tax ID (NIT) with DIAN | CTH + Community | RUT and NIT |
| 14-15 | RUCE registration | CTH | RUCE certificate |
| 15-16 | CREG registration | CTH | Registration as AGRC or GDC |
A Council Resolution survives a change in administration
Unlike a mayoral decree -- revocable by the next mayor -- a Council Resolution has the force of municipal law, authorizes resources and the assignment of public assets, and gives the program permanence.
Municipal Council Resolution
This is the most powerful legal instrument the municipality has. Unlike a mayoral decree -- revocable by the next mayor -- a Council Resolution has the force of municipal law and survives a change in administration.
Community governance structure
Every energy community must have at least three governing bodies. Click each one to see its functions and terms of reference.
Phased communications plan
Each audience needs a different message through a different channel. These are the Playbook's, ready to adapt.
Phase 1 -- Awareness -- Weeks 1-6
Coincides with the territorial assessment. The goal is for the municipality to know something is happening, before asking anything of anyone.
- Press release: "The municipality of [X] begins assessment for energy communities"
- Post on the mayor's office social media accounts
- Informational meeting with local media
- Mayor interview on the community radio station
Phase 2 -- Mobilization -- Weeks 7-16
Coincides with community formation. Here commitment is being asked for, and the channels are the ones people actually use.
- Invitations to community assemblies via loudspeaker announcements, bulletin boards, and WhatsApp
- Short video (2-3 minutes) explaining the program in plain language
- Testimonials from beneficiaries of other energy communities -- the Playbook suggests using videos from Bocas del Palo, Barranquilla, and Sol de Perija
- Door-to-door outreach in prioritized neighborhoods and villages
Phase 3 -- Execution -- Weeks 17-26
Coincides with construction. The construction site is the best communications material the program will ever have.
- Photo and video documentation of construction
- Weekly updates in the community WhatsApp group
- Guided visit for council members and media to the construction site
Phase 4 -- Results -- Week 27+
Coincides with operation. This is the phase that feeds scaling: without published results there is no second community.
- Inauguration event with the mayor, council members, and community
- Public results report: savings, jobs, CO2 avoided
- Press release: "The municipality of [X] saves [Y]% on energy with its energy community"
- Quarterly report to the community with generation and savings data
Audiences, messages, and channels (Ch. 14.1)
| Audience | Key message | Channel |
|---|---|---|
| Community / Households | "Reduce your energy bill and own your own energy" | Assemblies, WhatsApp, loudspeaker announcements, bulletin boards |
| Municipal Council | "Budget savings + employment + meeting national targets" | Formal presentations, technical reports |
| Community leaders (JACs) | "Your organization can lead the energy transition in your neighborhood or village" | Direct meetings, workshops |
| Local private sector | "Business opportunity: solar installation and maintenance" | Chamber of Commerce, business events |
| Local media | "The municipality leads the energy transition in the department" | Press releases, public events |
| National entities | "The municipality is organized and ready to receive support from FENOGE/IPSE" | Formal letters, institutional meetings |
Be careful with numerical messages
The Playbook (Ch. 14.3) proposes telling households that "your bill can drop between 30% and 60%" and that they can invest "from COP $50,000." Both figures are from the Playbook, but they are ranges and minimums, not promises. Before using them in loudspeaker announcements or on a bulletin board, verify them against your municipality's assessment: promising savings that the local irradiation cannot deliver is the fastest way to lose the community's trust.
Community constituted and registered
Phase 3 starts with selecting the solar operator and ends with the system commissioned.