Annex 6 to the Ownership Agreement. The general care protocol for any Asset — land, building, place, equipment, tool, or vehicle. Sets out the common shape of care that applies to every stewarded Asset; asset-specific care lives in a child protocol that swaps in per kind. Forms an integral part of that Agreement; also referenced in the Stewardship Agreement (Clause 10).
General parent / specific child. This protocol holds what is true of caring for any Asset. The asset-specific detail lives in a child protocol matched to the kind of thing being cared for:
- Place (Hub) → Agreement 1 Annex 3 — Hub Care Protocol (kitchen, bathrooms, grounds, end-of-stay cleaning, ecological restoration).
- Vehicle / equipment / power tool, or land used without gathering → a dedicated child protocol is drafted when the network first stewards such an asset; until then, this parent applies directly.
- Hand tool / simple item → the register and post-use care below may suffice with no further child.
Where a child protocol exists for the Asset’s kind, use it alongside this parent; where none yet exists, this parent applies and is adapted in good faith.
Section A — Purpose and Principle
This Protocol describes how any Asset is cared for: kept in good and safe working condition through ongoing attention, restored to proper order after each use, and protected against decay through extraordinary maintenance when needed.
Care is not a list of tasks. It is a relationship — between the Owner who has entrusted the Asset, the Association which uses it, the Steward who coordinates that use, and the participants who pass through. This Protocol gives that relationship a shared shape so everyone knows what they are responsible for and what they can expect from others.
Care is purpose-bound. What counts as “good condition” and “proper use” for a given Asset is defined by its Asset DNA (GT-1.5) — the Permitted Use record (Agreement 1 Annex 2 — Permitted Use and Regenerative Impact) for a simple Asset, or the fuller Agreement 1 Annex 5 — Hub DNA for a place. Care is held against that DNA: an Asset is kept fit for the purpose and within the limitations for which it was entrusted.
Section B — Responsibility (who is responsible for what)
- Ongoing (ordinary) maintenance during periods of use → the Association, typically delegated to the Steward.
- Extraordinary maintenance (structural, infrastructural, or major part/replacement not attributable to misuse) → the Owner, carried out within a reasonable time after notification.
- End-of-use restoration (returning the Asset to clean, orderly, safe condition — whatever that means for its kind) → the Steward for the use period, who may delegate but retains overall responsibility.
- Shared burden among those active at the Asset → per Agreement 2 — Membership §4.6 (Shared Responsibility for Assets): those closest to an Asset hold the first responsibility for keeping it whole, ahead of and alongside the network’s common reservoir (GT-4.4A, GT-4.8).
- Damage reporting → whoever discovers it, or creates it, immediately.
Ordinary vs extraordinary boundary cases are resolved in good faith on cause (normal use vs structural failure), cost, and urgency; unresolved within a reasonable time, GT-7 dispute resolution applies.
Section C — Asset Register and Condition
The Steward maintains a single Asset Register covering every Asset (and significant component) in their care. The register makes each Asset’s life legible — it arrives, is used, is serviced, sometimes breaks, sometimes leaves.
| Field | Description |
|---|---|
| Item ID | A-001, A-002, etc. — issued at registration |
| Description | What it is; make, model, distinguishing features |
| Kind | Place / Land / Building / Vehicle / Power tool / Hand tool / Appliance / Equipment |
| Ownership status | Association Asset / Personal (kept on-site) / Donated (A5) / Borrowed |
| Acquired date and source | When and how it arrived; if donated, the donor’s A5-1 reference |
| Location | Where it is kept or sited |
| Condition | New / Good / Wear / Needs maintenance / Out of service |
| Asset DNA | Link to its Permitted Use (A1-2) or Hub DNA (A1-5) |
| Maintenance schedule | If applicable: service / sharpening / lubrication / calibration / inspection cadence |
| Last serviced | Date and by whom |
| Next service due | Date or trigger condition |
| Notes | Use restrictions, safety guidance, accessory list, booking rules |
Ownership patterns (maintenance liability follows ownership):
- Association Asset — Steward maintains; replacement via the Asset holon’s cost-coverage (GT-4.4(b)) or Sponsorship (A5).
- Personal (kept on-site) — owner maintains; removed when the owner departs, or transferred to Association Asset by mutual agreement and re-registration.
- Donated (A5) — ownership rests with the Association from registration; donor’s A5-1 entry referenced; recognition per A5-2 if applicable.
- Borrowed — owner remains liable for maintenance; the Association is liable for safe keeping and timely return.
Damage to a Personal or Borrowed Asset in legitimate Association use is resolved between the user, the Steward, and the owner; escalated under Section E if not resolved amicably.
The register is reviewed at each periodic Stewardship review meeting (Stewardship Agreement, Clause 14.2).
Section D — Maintenance Cadence and Log
Assets are not all maintained on the same rhythm. The maintenance schedule for each Asset is recorded in the register (Section C) and matched to its kind via the relevant child protocol. As a general frame:
- Routine post-use care — applies to every Asset after each use (clean, check, return to its place). User responsibility.
- Periodic service — sharpening, lubrication, calibration, inspection, or servicing at the interval set per item or per manufacturer guidance; logged.
- Extraordinary maintenance — structural or major repair/replacement; the Owner’s responsibility per Section B.
The Association (or its Steward) maintains a single maintenance log for the Asset, recording ongoing maintenance, end-of-use sign-offs, damage reports, and servicing events:
| Date | Item ID | Task / use period | Carried out by | Cost (if any) | Notes |
|---|---|---|---|---|---|
| [DD/MM/YYYY] | [A-001 etc.] | [description, e.g. service, calibration, end-of-use restoration] | [name / role] | [€ amount or “nil”] |
The log is shared with the Owner on request and reviewed at each periodic review meeting (Stewardship Agreement, Clause 14.2).
Section E — Damage Reporting
Any damage, breakage, or defect discovered at any time is reported immediately to the Association coordinator, with: a description; a photograph (if possible); and an assessment of cause (accidental / wear / unknown). The Association notifies the Owner per Clause 3.5 of the Ownership Agreement. Ownership-dependent resolution follows Section C.
Section F — Lifecycle Events
- New Asset arriving — registered within 14 days of arrival; Item ID assigned; ownership status and Asset DNA declared.
- Donated under Agreement 5 — registered as Donated; A5-1 reference recorded.
- Retirement — flagged Out of service; held for 30 days to allow a replacement decision before disposal or transfer to another holon.
- Replacement — funded through the Asset holon’s cost-coverage (GT-4.4(b)); or fresh Sponsorship (A5); or inter-holon transfer where another holon has a surplus.
- Inter-holon transfer / borrowing — at the Steward’s discretion subject to both Assets’ DNA conditions; logged (date, receiving holon).
- Loss or theft — reported under Section E and to the Association.
Signatures
This Annex forms an integral part of the Ownership Agreement executed between the Parties on [Date].
For ReGenerativa APS — ETS: _________________________ Date: _______
Owner: _________________________ Date: _______