Part VI -- Chapters 24-29
Tools and Templates
Six documents your municipality does not have to draft from scratch. All are verifiable text on this page, with a copy button: open them, review them, copy them, and adapt them.
How these templates work
They are web pages, not downloadable files. Each one displays the full text with a button that
copies it to the clipboard: paste it into Word, Google Docs, or the office's word processor, and replace everything
in brackets [LIKE THIS] with your municipality's data.
We prefer this over a download button for a practical reason: you can read and verify the text before committing to it, and we can correct a cited regulation without leaving an outdated version circulating on someone's hard drive. DOCX versions are coming soon; in the meantime, copy and paste produces exactly the same document.
All templates come from the Municipal Playbook (Chapters 24-29, July 2026). Regulatory data must be validated with the competent authorities before making investment decisions.
Template 2 -- Ch. 25
Founding Minutes
Signed at the constitutional assembly (weeks 10-11 of Phase 2). Minimum 10 founders for an association; 20 if going directly to a cooperative.
View the full text of the Founding Minutes
FOUNDING MINUTES COMMUNITY ENERGY ASSOCIATION OF [NAME] In the municipality of [NAME], department of [NAME], on the [XX] day of [MONTH] of the year [YEAR], at [XX:XX] hours, the following natural persons gathered at [VENUE], who acting in their own name have decided to constitute a non-profit association named COMMUNITY ENERGY ASSOCIATION OF [NAME], with acronym [ACRONYM], in accordance with the provisions of the Colombian Civil Code and Decreto 2236 of 2023 on energy communities. AGENDA: 1. Quorum verification 2. Reading and approval of the Founding Minutes 3. Reading and approval of the Bylaws 4. Election of the Board of Directors 5. Election of the Oversight Committee 6. Designation of the Legal Representative 7. Definition of member contributions 8. Authorization for registration procedures 9. Other business PROCEEDINGS: 1. QUORUM VERIFICATION: The presence of [XX] founding members was verified, who certify their identity with identification documents attached to these minutes, constituting deliberative and decision-making quorum. 2. APPROVAL OF MINUTES: The text of the Founding Minutes was read. Put to a vote, it was approved unanimously. 3. APPROVAL OF BYLAWS: The association's bylaws were read (attached to these minutes). Put to a vote, they were approved unanimously. 4. ELECTION OF BOARD OF DIRECTORS: The election of Board of Directors members proceeded, with the following result: President: [NAME] - ID No. [NUMBER] Vice President: [NAME] - ID No. [NUMBER] Secretary: [NAME] - ID No. [NUMBER] Treasurer: [NAME] - ID No. [NUMBER] Member-at-large: [NAME] - ID No. [NUMBER] 5. ELECTION OF OVERSIGHT COMMITTEE: Member 1: [NAME] - ID No. [NUMBER] Member 2: [NAME] - ID No. [NUMBER] Member 3: [NAME] - ID No. [NUMBER] 6. LEGAL REPRESENTATIVE: [NAME], identified with ID No. [NUMBER] from [CITY], was designated as Legal Representative of the Association. 7. CONTRIBUTIONS: The entry contribution for each member was set at COP $[AMOUNT], payable in [lump sum / X monthly installments of COP $AMOUNT]. In-kind contributions (community labor, materials) are accepted with valuation approved by the Board of Directors. 8. AUTHORIZATION FOR PROCEDURES: The Legal Representative was authorized to carry out the following procedures: a) Registration with the Chamber of Commerce of [NAME] b) Tax ID (NIT) issuance with DIAN c) RUCE registration (Resolution 40509/2024) d) Registration as an energy community with CREG (AGRC/GDC) e) Opening of a bank account f) Any other procedure necessary for the Association's operation 9. OTHER BUSINESS: [Record any additional motions] There being no further business, the session was adjourned at [XX:XX] hours. In witness whereof, the founders sign: No. | Full Name | ID No. | Address | Phone | Signature 1. | | | | | 2. | | | | | [continue until all founders are listed, minimum 10] _______________________ [NAME] President of the Constitutional Assembly _______________________ [NAME] Secretary of the Constitutional Assembly
Template 3 -- Ch. 26
Community Energy Association Bylaws
Approved at the same constitutional assembly and attached to the minutes. This is the document the Chamber of Commerce reviews.
View the full text of the Bylaws (26 articles)
BYLAWS OF THE COMMUNITY ENERGY ASSOCIATION OF [NAME] CHAPTER I - NAME, NATURE, DOMICILE, DURATION, AND PURPOSE ARTICLE 1. NAME. The association is named COMMUNITY ENERGY ASSOCIATION OF [NAME], with acronym [ACRONYM]. ARTICLE 2. LEGAL NATURE. It is a non-profit, private law entity, constituted in accordance with the provisions of the Colombian Civil Code and Decreto 2236 of 2023 on energy communities. ARTICLE 3. DOMICILE. The Association has its principal domicile in the municipality of [NAME], department of [NAME], Republic of Colombia. ARTICLE 4. DURATION. The Association shall have a duration of [25] years, counted from its Chamber of Commerce registration, renewable for equal periods by decision of the General Assembly. ARTICLE 5. PURPOSE. The Association's purpose is to: a) Promote the generation, distribution, and consumption of electrical energy from Non-Conventional Renewable Energy Sources (FNCER), within the framework of Decreto 2236 of 2023 and CREG Resolution 101 072 of 2025. b) Constitute itself as an energy community under the figures of Collective Small-Scale Self-Generation (AGRC) or Collective Distributed Generation (GDC). c) Manage renewable energy projects for the benefit of its members, including the installation, operation, and maintenance of solar photovoltaic generation systems. d) Manage and distribute the economic benefits derived from energy generation among its members. e) Train its members in renewable energy, energy efficiency, and community governance. f) Represent its members before public authorities, grid operators, and other entities related to the energy sector. CHAPTER II - MEMBERS ARTICLE 6. CLASSES OF MEMBERS. a) Founders: Those who sign the founding minutes. b) Active: Those admitted by the Board of Directors who are current in their contributions and participate in the Association's activities. c) Honorary: Natural or legal persons who receive this distinction from the General Assembly for their special contribution. ARTICLE 7. ADMISSION REQUIREMENTS. To be an active member: a) Be a natural person over 18 years of age or a legal person. b) Reside or be domiciled in the municipality of [NAME] or in the area of influence of the energy project. c) Submit a written application to the Board of Directors. d) Be admitted by the Board of Directors (decision within 15 business days). e) Pay the established entry contribution. ARTICLE 8. MEMBER RIGHTS. a) Participate with voice and vote in General Assemblies. b) Elect and be elected to governing and oversight bodies. c) Receive economic benefits derived from energy generation. d) Access training programs. e) Inspect the Association's books and documents. f) Voluntarily withdraw from the Association. ARTICLE 9. MEMBER DUTIES. a) Comply with the bylaws and decisions of the Assembly and the Board. b) Pay contributions and dues on time. c) Attend General Assemblies. d) Participate in the Association's activities. e) Safeguard the Association's assets. ARTICLE 10. WITHDRAWAL. Members may voluntarily withdraw by written notice to the Board of Directors with 30 days' advance notice. Withdrawing members are entitled to reimbursement of their contributions, less any outstanding obligations, within 90 days of withdrawal. ARTICLE 11. EXCLUSION. The General Assembly may exclude a member for: a) Repeated failure to comply with statutory duties. b) Arrears exceeding 3 months in contribution or dues payments. c) Conduct that harms the Association's interests. PARAGRAPH: Prior to exclusion, the Board of Directors shall grant the member the right of defense, with a 15-day period to submit a response. CHAPTER III - GOVERNING AND OVERSIGHT BODIES ARTICLE 12. BODIES. The Association shall have the following bodies: a) General Assembly of Members b) Board of Directors c) Oversight Committee d) Legal Representative ARTICLE 13. GENERAL ASSEMBLY. It is the Association's supreme body. It is composed of all active members. It meets in ordinary session once a year within the first three months of the year, and in extraordinary session when convened by the Board of Directors, the Oversight Committee, or 20% of the members. ARTICLE 14. ASSEMBLY FUNCTIONS. a) Approve the annual work plan and budget. b) Elect and remove the Board of Directors and Oversight Committee. c) Approve the financial statements. d) Approve the admission and exclusion of members. e) Amend the bylaws. f) Decide on the distribution of surpluses. g) Approve the dissolution and liquidation of the Association. h) Other matters assigned by law or these bylaws. ARTICLE 15. QUORUM AND MAJORITIES. a) Deliberative quorum: 50%+1 of active members. b) Ordinary decisions: Simple majority of those present. c) Bylaw amendments: 2/3 of those present. d) Dissolution: 3/4 of those present with a quorum of 2/3 of members. ARTICLE 16. BOARD OF DIRECTORS. Composed of [5] members elected by the Assembly for [2]-year terms, eligible for re-election for one additional term. Meets in ordinary session once a month. ARTICLE 17. BOARD OF DIRECTORS FUNCTIONS. a) Execute Assembly decisions. b) Prepare the annual work plan and budget. c) Admit and suspend members. d) Authorize contracts up to COP $[XX] million. e) Present reports to the Assembly. f) Appoint working committees. ARTICLE 18. OVERSIGHT COMMITTEE. Composed of [3] members elected by the Assembly. They may not be members of the Board of Directors. Functions: a) Oversee the Board of Directors' management. b) Verify financial statements. c) Address member complaints. d) Report irregularities to the Assembly. ARTICLE 19. LEGAL REPRESENTATIVE. The Board President acts as the Association's Legal Representative. CHAPTER IV - ASSETS AND FINANCIAL REGIME ARTICLE 20. ASSETS. The Association's assets are composed of: a) Entry and periodic contributions from members. b) Donations, subsidies, and co-financing received. c) Revenue from the sale of surplus energy. d) Returns from Community Participation Certificates. e) Any other lawful income. ARTICLE 21. CONTRIBUTIONS. Members shall pay: a) Entry contribution: COP $[AMOUNT], payable upon admission or in [X] monthly installments. b) Ordinary monthly dues: COP $[AMOUNT], for operating expenses. ARTICLE 22. DISTRIBUTION OF SURPLUSES. Surpluses from each fiscal year shall be distributed as follows: a) [20]% for the member education and training fund. b) [10]% for the solidarity fund. c) [10]% for the reserve and maintenance fund. d) [60]% for distribution among members, in proportion to their contributions and participation. CHAPTER V - DISSOLUTION AND LIQUIDATION ARTICLE 23. GROUNDS FOR DISSOLUTION. a) Decision of the General Assembly with the quorum and majority of Art. 15. b) Reduction of membership below [10]. c) Impossibility of fulfilling the corporate purpose. d) Court order. ARTICLE 24. LIQUIDATION. In case of dissolution, the Assembly shall appoint a liquidator. The remainder, after paying obligations and reimbursing contributions, shall be directed to a non-profit entity with similar purposes. CHAPTER VI - MISCELLANEOUS PROVISIONS ARTICLE 25. BYLAW AMENDMENTS. These bylaws may be amended by the General Assembly with the quorum and majority of Art. 15. ARTICLE 26. SUPPLEMENTARY REGIME. In matters not covered by these bylaws, the provisions of the Colombian Civil Code and current legislation on energy communities shall apply. Approved at the Constitutional Assembly of [DATE]. [Signatures of the Assembly President and Secretary]
Two figures in Art. 22 worth a second look
The proposed surplus distribution -- 20% education, 10% solidarity, 10% reserve, 60% to members -- replicates the mandatory fund structure that Ley 79 of 1988 requires of cooperatives. In a Civil Code association, those percentages are a statutory choice, not a legal obligation: you can adjust them at the constitutional assembly. If the plan is to convert to a cooperative in 2-3 years (Ch. 22.4), adopting them from the start avoids a bylaw amendment later.
Part VI -- Templates
Six documents your municipality does not have to draft from scratch
From the Municipal Resolution to the Pre-investment Checklist: verifiable text, with a copy button, ready to adapt to your territory's data before committing to it.
Template 4 -- Ch. 27
Municipality-Energy Community Agreement
Signed by the mayor and the community's legal representative, based on the Municipal Resolution. This is the document that formalizes the rooftop assignment.
View the full text of the Agreement (7 clauses)
ASSOCIATION AGREEMENT BETWEEN THE MUNICIPALITY OF [NAME]
AND THE COMMUNITY ENERGY ASSOCIATION OF [NAME]
Between the undersigned, [MAYOR'S NAME], identified with ID No.
[NUMBER], in their capacity as Mayor of the Municipality of [NAME], duly
authorized by Municipal Resolution No. [XXX] of [YEAR], hereinafter
referred to as THE MUNICIPALITY, and [REPRESENTATIVE'S NAME], identified
with ID No. [NUMBER], in their capacity as Legal Representative of the
COMMUNITY ENERGY ASSOCIATION OF [NAME], Tax ID [NUMBER], hereinafter
referred to as THE COMMUNITY, have agreed to enter into this
ASSOCIATION AGREEMENT, governed by the following clauses:
CLAUSE ONE. PURPOSE. The purpose of this agreement is to establish
the conditions of cooperation between THE MUNICIPALITY and THE COMMUNITY for
the implementation of a [XXX] kWp solar photovoltaic energy project
at [location/buildings], within the framework of the municipal energy
communities program.
CLAUSE TWO. MUNICIPALITY'S OBLIGATIONS.
a) Assign the use of the rooftop/land of [building/location] for
solar system installation, for a term of [20] years.
b) Facilitate construction and land-use permits.
c) Designate the municipal focal point as liaison with THE COMMUNITY.
d) Manage coordination with FENOGE, IPSE, and other entities.
e) Include the project in management and accountability reports.
f) Contribute COP $[AMOUNT] as municipal co-financing (if applicable).
CLAUSE THREE. COMMUNITY'S OBLIGATIONS.
a) Become legally constituted and register with RUCE and CREG.
b) Select and contract the solar operator.
c) Administer the Community Participation Certificates.
d) Operate and maintain the solar system, directly or through a
contracted operator.
e) Submit quarterly reports to the municipal focal point on
generation, savings, and system status.
f) Ensure that at least [XX]% of surplus energy is
distributed to vulnerable households in the municipality.
CLAUSE FOUR. OWNERSHIP. The solar generation system is the property
of the trust fund established for the project. The building/land
remains the property of the municipality. At the end of the system's useful life
or upon termination of the agreement, the system shall be removed at
THE COMMUNITY's expense, unless the parties agree to its renewal.
CLAUSE FIVE. TERM. This agreement shall have a duration of [20]
years, counted from its signature, renewable by written agreement
of the parties.
CLAUSE SIX. TERMINATION. The agreement may be terminated by:
a) Mutual agreement of the parties.
b) Material breach by either party (with prior
written notice and a 30-day cure period).
c) Dissolution of THE COMMUNITY.
d) Force majeure or fortuitous event making performance impossible.
CLAUSE SEVEN. DISPUTE RESOLUTION. Disputes shall be
resolved through direct dialogue between the parties. If no
agreement is reached within 30 days, the parties shall turn to the
Municipal Ombudsman or a conciliation center.
In witness whereof, signed in [NAME], on the [XX] day of [MONTH]
of [YEAR], in two (2) copies of identical content.
_______________________ _______________________
[NAME] [NAME]
Mayor Legal Representative
Municipality of [NAME] Community Energy Association
of [NAME]
Two brackets that are not just administrative
Clause Three item f) -- "at least [XX]% of surpluses distributed to vulnerable households" -- is a policy decision, not a data field to fill in. The Playbook does not propose a percentage; the municipality and community negotiate it. This is the clause that turns the project into social policy rather than just savings.
Clause Four is the one that protects the municipality: the system belongs to the trust fund, the building remains municipal property, and the use assignment does not imply a transfer of ownership. But it also says that system removal at the end goes at THE COMMUNITY's expense. The community should know this before signing, and that cost should be included in the reserve fund from year 1.
Template 5 -- Ch. 28
ToR for contracting the solar operator
Sent to a minimum of 3 operators. The deadline for proposals is 20 calendar days from publication.
View the full text of the ToR (12 sections)
TERMS OF REFERENCE CONTRACTING AN OPERATOR FOR THE DESIGN, SUPPLY, INSTALLATION, AND MAINTENANCE OF A SOLAR PHOTOVOLTAIC GENERATION SYSTEM 1. PURPOSE To contract the services of design, supply, installation, testing, commissioning, and maintenance of a solar photovoltaic generation system of approximately [XXX] kWp, at [location], municipality of [NAME], department of [NAME]. 2. BACKGROUND The municipality of [NAME], through Municipal Resolution No. [XXX] of [YEAR], adopted the energy communities policy. The Community Energy Association of [NAME], established on [DATE] and registered with RUCE under number [XXX], requires contracting a professional operator for the implementation of its first solar generation project. 3. SCOPE OF SERVICES 3.1. Design a) Topographic survey and structural assessment of the site. b) Electrical and mechanical system design, in compliance with RETIE (Colombia's electrical installations technical regulation). c) Detailed engineering with construction drawings. d) Shading study and orientation optimization. e) Bidirectional metering sizing. 3.2. Supply a) Monocrystalline solar panels, minimum 540 Wp, Bloomberg Tier 1. b) Inverters with RETIE certification. c) Mounting structure in anodized aluminum or galvanized steel. d) Cabling, protections, and accessories. e) Remote monitoring system with web/mobile access. f) Bidirectional meter (type approved by the grid operator). 3.3. Installation a) Assembly of structure, panels, inverters, and cabling. b) Connection to existing electrical panel. c) Bidirectional meter installation. d) System grounding. 3.4. Testing and Commissioning a) Insulation, grounding, and performance tests. b) RETIE certification management with ONAC-accredited body. c) Grid injection tests and bidirectional metering verification. d) Formal handover with complete documentation. 3.5. Operation and Maintenance (O&M) a) O&M contract for minimum [5] years. b) Preventive maintenance: [X] visits per year. c) Corrective maintenance: maximum [48]-hour response time. d) Permanent remote monitoring with monthly reporting. e) Performance guarantee: minimum 90% of P50 estimate in year 1. 4. REQUIRED EXPERIENCE a) Minimum [5] years of experience in solar PV design and installation. b) Minimum [3] similar projects executed (>50 kWp each). c) Proven experience in community projects (desirable). d) Presence or deployment capability in the department of [NAME]. 5. EVALUATION CRITERIA | Criterion | Weight | |--------------------------------------------------------|--------| | Proven experience | 25% | | Technical proposal | 20% | | Price (COP/Wp installed, including 5-year O&M) | 25% | | O&M plan and warranties | 15% | | Commitment to local employment and community training | 15% | 6. MINIMUM REQUIRED WARRANTIES a) Panels: 25-year performance (90% year 1, 80% year 25). b) Inverters: 10 years. c) Structure: 15-year anti-corrosion. d) Labor: 2 years. e) System performance: 90% of P50 in year 1. f) Performance bond: 20% of contract value. g) Quality bond: 20% of contract value, 2-year validity. 7. ESTIMATED BUDGET COP $[AMOUNT] million, VAT included (reference value; proposal competitiveness will be evaluated). 8. EXECUTION TIMELINE a) Design: [4] weeks. b) Supply and installation: [8-12] weeks. c) Commissioning: [2] weeks. d) O&M: [5] years from handover. 9. PAYMENT TERMS a) 20% advance against advance payment bond. b) 30% upon delivery of equipment on site. c) 30% upon completed and verified installation. d) 20% upon commissioning and RETIE certification. e) O&M: [quarterly/semi-annual] payments during the contract term. 10. PROPOSAL The proposal must include: a) Cover letter and legal documents (Chamber of Commerce, Tax ID). b) Experience: list of executed projects with contact references. c) Technical proposal: preliminary design, equipment specifications, schedule, O&M plan. d) Economic proposal: cost breakdown by component, including O&M. e) Personnel certifications (licensed electrical engineer). 11. PROPOSAL DEADLINE [20] calendar days from the publication of this ToR. 12. CONTACT [Focal point name] [Email] [Phone]
The Section 5 weighting does not match Ch. 15.3
The criteria in this ToR (Experience 25% -- Technical Proposal 20% -- Price 25% -- O&M Plan and Warranties 15% -- Local Employment 15%) are not the same as the evaluation matrix in Ch. 15.3 of the same Playbook (Experience 25% -- Price 20% -- O&M Capability 20% -- Community Commitment 15% -- Financial Soundness 10% -- Warranties 10%). Both sum to 100%, but the ToR version gives more weight to price and does not evaluate financial soundness separately.
Decide which one you will use before publishing, and make sure the bidding documents and evaluation minutes say the same thing. Changing weights after receiving proposals is grounds for challenge. See the comparison in Phase 3 -- Project.
Template 6 -- Ch. 29
Pre-investment Checklist
Must be 100% complete before signing any construction contract or disbursing investment capital. Your progress is saved in this browser.
0 of 45 completed
A. Legal and regulatory
B. Technical
C. Financial
D. Operator
E. Community
F. Risks
Ch. 30 -- Directory
Who to contact
The national entities the Playbook lists as program contacts.
| Entity | Function | Contact |
|---|---|---|
| FENOGE | Energy community co-financing; ConEnergia and EN-Comunidad programs | fenoge.gov.co |
| IPSE | Electrification of Non-Interconnected Zones, microgrids | ipse.gov.co |
| CREG | Energy community registration (AGRC/GDC), tariff regulation | creg.gov.co |
| UPME | Project registration, Ley 1715 incentive certification | upme.gov.co |
| MinEnergia | Energy public policy, Colombia Solar Program | minenergia.gov.co |
| ANLA | Environmental certification for Ley 1715 incentives | anla.gov.co |
| Supersolidaria | Cooperative registration and oversight (Phase 2) | supersolidaria.gov.co |
| Bancoldex | Sustainable Credit Line, green credits | bancoldex.com |
| Findeter | Infrastructure financing; GCF-accredited entity | findeter.gov.co |
| APC-Colombia | International cooperation coordination | apccolombia.gov.co |
| ENTerritorio | PDET project structuring | enterritorio.gov.co |
| SENA | Technical training in solar installation and cooperativism | sena.edu.co |
| DNP | General Royalties System, OCAD Paz | dnp.gov.co |
Free reference resources (Ch. 30.5)
- IDEAM -- Solar Radiation Atlas: solar irradiation data by municipality
- NASA POWER: global solar resource data, free, by GPS coordinates
- IRENA Community Energy Toolkit: international community energy guide
- energia.coop: DGRV platform for energy cooperatives in Latin America
- FENOGE/IOM Booklets: 8 educational booklets on energy communities
- RETIE: Technical Regulation for Electrical Installations
- PV Magazine Latam: Latin American solar sector news
Need support?
CleantechHUB supports the complete process: territorial assessment, legal structuring, financing management, trust fund setup, monitoring, and scaling.