Operational Procedures

Companion document to the constellation. Sets out the operational time periods, procedures, and workflow details that the agreements reference but do not themselves prescribe. This document is not a legal agreement — it is the living procedural layer that the Association maintains and updates as the network learns. Changes to this document require Board resolution, not amendment to any signed agreement.

Where an agreement says “in accordance with the Operational Procedures,” it points here. Where it says a specific timeframe, that timeframe is in the agreement and binding; this document offers context but does not override.

Why This Document Exists

Every signed agreement is a stable instrument. Once signed, amending it requires re-execution by the parties. That stability is good for what it protects: the substantive rights and obligations between the Association and its participants.

But many of the timeframes, workflows, and procedural details that the constellation needs are not substantive rights — they are operational settings. How many days notice for a programme update? How long does the Elder Council have to respond to an Integrity Review? What’s the validation workflow for a contribution? These are operational parameters that the network should be free to tune as it learns, without re-signing every agreement.

This document is where those operational parameters live. It is the network’s metabolism. The agreements are the membrane.

The principle: agreements hold what is substantive; procedures hold what is operational. Both are binding within their domains. Procedures are amendable by Board resolution; agreements are amendable only by re-execution (and, where applicable, after Elder Council review per Agreement 8 §5.4(b)).

How This Document Is Used

When an agreement references “the Operational Procedures” or “the published procedures of the Association,” it points here. This document is organised by domain (Membership, Stewardship, Mentorship, etc.) so that each agreement’s operational footprint can be located in one place.

Where an agreement currently contains a specific timeframe (e.g. “within 14 days”), that timeframe remains binding as written. Migration of timeframes from agreements to this document is a separate, deliberate process — requiring agreement amendment to insert the “per the Operational Procedures” clause. Until that migration happens, the agreement governs.

Where an agreement holds the operational detail, the section below names the topics and clauses without restating the figures — the agreement is authoritative, and the Constellation Cheatsheet Key Numbers table is the at-a-glance mirror. Only settings genuinely homed in this document (marked Operational setting) carry their figures here.

Section A — Membership (Agreement 2)

Binding in Agreement 2: renewal cycle and fee due date (§4.1, §9.2); suspension and its lapse (§7.1); termination for non-payment, renewal and restoration windows (§7.4); resignation and insurance cessation (§8).

Operational setting: grace period for non-payment before suspension — 30 days from due date (operationalises the “reasonable grace period” of A2 §7.1).

Section B — Stewardship (Agreement 3)

Binding in the agreements: termination notice, standard and extended (A3 §16.1); reimbursement deadline regardless of holon liquidity (A3 §9.3); review cadence — proportionate to intensity of use, at least annual, seasonal gatherings as default coordination points (A3 §14.2); asset activation duties and window (A1 §3.9).

Section C — Mentorship (Agreement 4)

Binding in Agreement 4: programme publication and registration-update deadlines (§5A.1–5A.2); Mentor share payment deadline (§5.3); minimum Resource-cost places (§1.3A, §4.2); logistics freeze and supersession (§4.5(b)–(c)); discernment place (§4.5(g)); framework minimum engagement (§1.5).

Operational settings:

Rotation window for Resource-cost claims: 6 lunations (provisional) — a claimant who has not held a place within it takes priority regardless of score; revisable here per A4 §4.5(c).
Default participant refund schedule where a Programme Annex is silent: full refund >30 days before the Programme, 50% at 14–30 days, none <14 days (place transferable).

Section D — Intrapreneurship (Agreement 7)

Binding in Agreement 7: Demand Signal publication window (§2.2); Phase 1 support confirmation (§3.4); network introductions (§8.3(b)); Association remedy period (§8.4); phase transitions and annual Phase 2 review (§6.2); suspension, termination, dissolution, and one-member fallback (§11); NRC remittance and Member distributions (§7.2–7.3).

Section E — Partnership (Agreement 6)

Binding in Agreement 6: Partner distributions and NRC remittance (§10.2, §10A.4); withdrawal notice (§16.1); confidentiality survival (§14.2); resolution of unvalidated contributions at exit (§16.3).

Contribution log mechanics: A6-4 (see Section K).

Section F — Ownership (Agreement 1)

Binding in Agreement 1 and its annexes: termination by notice (§6.1); ownership-transfer notice and the assumption cascade (§6.3); extraordinary-maintenance reporting and commencement (A1-3 Hub Care Protocol §B–C).

Section G — Eldership (Agreement 8)

G.1 Elder Council — Convening (per A8-1 Elder Council Charter)

Notice for standing matters: 48 hours
Notice for §5.4 authorities (Covenant Signal, Integrity Review opinion, Probiviri opinion): 7 days
Emergency notice: none required

G.2 Elder Council — Authorities Procedure

Covenant Signal: Association response window 30 days (A8-1 §5.1.4)
Constellation Integrity Review: Council response window 30 days (A8-1 §5.2.2); silence = no objection
Mediation Panel opinion: 60 days from referral (A8-1 §5.3.3)
Custodial Council activation: 90 days without successor entity post-dissolution (GT-13.5)
Allocation-bucket decision posted to the network: within 14 days of decision (A8-1 §5.5.7)
Member/Steward query window on an allocation: 30 days from posting; quorum per A8-1 §5.5.7 in-clause defaults (3 Stewards or 10 Members)
Council public response to an allocation query: 30 days (A8-1 §5.5.7)

G.2A Safeguarding Suspension (binding in agreement)

Suspension of hospitality and active Council participation on a credible safety allegation lapses after 60 days unless renewed once with reasons (A8 §8.4A)

G.3 Charter Amendment

Proposed amendments circulated to Elders: 30 days before deciding session (A8-1 §8.2)

G.4 Active Standing

Annual affirmation of active Council standing, at or around the annual gathering (A8-1 §6.6; A8 §8.5)
A new Elder is deemed active from their Transition Rite until the first affirmation cycle that follows it (A8-1 §1.5)
Quorum and voting run on active Elders; Emeritus Elders keep full honour, hospitality, and voice, without a vote (A8-1 §1.5)

Section H — Continuity and Dissolution (GT-13)

H.1 Successor Entity Identification

Liquidators prioritise successor identification before residual patrimony distribution (GT-13.2)
Custodial Council activation trigger: 90 days post-dissolution without successor (GT-13.5)
Public archive fallback for Ledger data: 180 days post-dissolution without successor (GT-13.4)

H.2 Wind-down of the human estate (GT-13.7)

On entering dissolution, notify all resident Stewards, members, participants with in-flight bookings, and active Ventures within 14 days.
Resident Steward housing window per A3 §16.3 (30 / 90 days) runs from that notice; Custodial Council makes reasonable rehousing efforts within the network.
In-flight programmes (A4) and ventures (A7): each assessed for fair conclusion vs. transfer to a surviving hub or the successor; comodato Assets returned per A1 §6 with fair handover to any venture using them.
Common reservoir applied to participant welfare and human-estate needs through wind-down, never swept to the centre (GT-13.5, GT-13.7).
Custodial Council carries the human estate (housing, in-flight work, participant welfare) from 90 days until a successor is constituted, which then assumes it (GT-13.7).

Section I — Network Passport (GT-3A)

I.1 The Access Rule

Defined in GT-3A.3 and described in full in Network Passport — no tiers; a sliding scale from full price to free in order of standing contribution; each steward, mentor, or hub sets, in good faith, how many places are free and how price slides for the resource they hold. Not restated here; the operational items are I.2–I.3 below.

I.2 Passport Summary at Exit

Written summary provided to departing participant: within 30 days of role termination (GT-3A.6)

I.3 Review

Disputed application of the access rule: review through Elder Council (or Probiviri until Council constituted) per GT-7.2

Section J — Unified Fund (GT-4)

Fund parameters (r_NRC, r_ARC, cadence, band, value systems) are held in the Living Governance Resolutions; this section only maps where each is applied.

J.1 NRC at source

The NRC Rate (band, default, uniform application across active holons, and exemptions) and the post-Emergence perpetual rate (A7-3 §2) are defined in GT-4.4(a) and held as a parameter in LGR-2 (r_NRC) — not restated here. Remittance deadlines are binding in A7 §7.2–7.3 and A6 §10.2 / §10A.4.

J.2 The shape (every holon)

Every holon runs the same self-similar shape — NRC out → cost-coverage bucket → Steward discretionary allocation (the delega di spesa, GT-4.3) → upward overflow to the Elder Council (terminal). The buckets, ceilings, parameter symbols, and settlement-over-time (the living balance) are defined in GT-4.4 / GT-4.4A and held as parameters in LGR-2 — not restated here.

J.3 Reporting

Annual bilancio sociale — inflows, allocations at every scale (Association holon, each holon, Elder Council), discretionary decisions (GT-4.7)

Section K — Contribution Log

The Partnership Contribution Log is the Project’s partition of the network’s one Contribution Ledger (GT-1.7), visible per GT-3.4A / LGR-8. Field definitions, off-log items, the confirmation workflow, and the distribution formula are in A6-4 (conversion rates in A6-2 Economics Schedule Part B); GDPR treatment follows GT-3.4 and GT-5.

Section L — Network Demand Register curation (Agreement 7 §2.4)

The Association’s governing body, acting through the designated Register Curator:

consolidates similar Demand Signals;
retires signals that have been adequately addressed;
flags signals that have been visible and unaddressed for more than six months;
communicates the Register’s state at each seasonal gathering.

Until the network’s digital infrastructure (GT-3.1) is operational, the Register is maintained by the Curator as a network-accessible controlled record; thereafter it lives in that infrastructure. The submission right, the 30-day review window, anonymisation, and the Register’s non-obligating character remain in Agreement 7 §2 and are binding there.

Section M — Safeguarding (GT-2.6)

Operational mechanics for the Safeguarding Policy and Code of Conduct (companion doc). The safeguarding duty and the Code of Conduct are binding in GT-2.6 and that policy; the steps and timeframes below are operational and Board-tunable. The Elder-specific suspension mechanic is at G.2A. Provisional figures pending review.

M.1 Designated Safeguarding Leads

Each hub names a Designated Safeguarding Lead (DSL), ordinarily a Steward, recorded in the Hub DNA (A1-5).
The Board names a network Safeguarding Lead; hub DSLs escalate to them; the network lead holds the relationship with the authorities.
Where a concern involves the DSL or the network lead, it escalates one level up (network lead / Board / Elder Council).

M.2 Suitability checks at onboarding

For roles working with minors or vulnerable adults: the certificato penale del casellario giudiziale and the anti-pedophilia certificate (art. 25-bis, DPR 313/2002) are obtained before the role begins and renewed every 24 months (provisional).
All role-holders sign a suitability self-declaration at onboarding; a material change is disclosed promptly.

M.3 Raising and recording a concern

An accessible channel is published at each hub; any person may raise a concern to any DSL.
The receiver records it factually and contemporaneously and refers to the DSL within 24 hours; no informal investigation by the receiver.

M.4 Precautionary suspension

On a credible concern, access to participants is suspended pending the outcome under GT-6A.1 and the applicable role limb (A2 §7.1 / A4 §8 / A8 §8.4A via G.2A).
Written notice states the concern and that the suspension is precautionary and without prejudice; review proceeds under GT-7.

M.5 Reporting to authorities

Where Italian law requires it (a crime, or risk to a minor or vulnerable adult), the network Safeguarding Lead reports to the competent authorities; the internal process never substitutes for a mandatory report.

M.6 Records and retention

Safeguarding records are held securely, separately from the Contribution Ledger, on a need-to-know basis, under GDPR and GT-5; retention follows legal requirement.

M.7 Training and review

Role-appropriate safeguarding orientation is part of onboarding (member, steward, mentor, venture, elder).
The policy is reviewed at least annually and after any serious incident.

Section N — Risk and Insurance

The consolidating map and register for the network’s risk and insurance. The binding obligations already live in the agreements — Asset property + third-party liability + Art. 18 volunteer/participant accident cover + owner-as-additional-insured for real property + annual proof of cover (A1 §3.3); member/volunteer Art. 18 cover (A2 §3.4, §6). This section is the operational map (who holds what) and the register (per-hub policies and renewals), Board-tunable. Provisional, pending confirmation by an insurance broker.

N.1 Risk categories

Each standing risk maps to a cover or an accepted-risk note: premises and property (the entrusted Assets); activities, events, and programmes (third-party / public liability); volunteers and participants (accident + liability, mandatory under Art. 18 CTS); professional delivery by mentors/practitioners (professional indemnity); governance (directors’ and officers’ exposure); data and cyber (the Ledger and platform, GT-3 / GT-5); environmental and site-specific; financial and fiscal.

N.2 Who holds what

Cover	Held / arranged by	Binding home
Asset property + third-party liability for activity on the Asset; Art. 18 volunteer/participant accident cover	Association (per Asset)	A1 §3.3
Owner named additional insured (real property) + annual proof of cover	Association arranges	A1 §3.3
Member/volunteer Art. 18 accident + liability during Association activity	Association	A2 §3.4, §6
Professional indemnity for independent delivery	Mentor / practitioner	A4
Venture-specific cover (incl. post-Emergence entities)	Venture / Emerged Entity	A7
Governance (D&O) and data/cyber	Association	this section (to procure)

N.3 Per-hub register

For each hub (Liminal Village, Casa Selva, ReFactory, and any future hub) the Association maintains a register recording: the policies in force, their cover and limits, renewal dates, the Art. 18 cover confirmation, and the certificate naming the Association (and the Owner, for real property) as insured. Proof of cover is collected annually without request (A1 §3.3).

N.4 Review and gaps

The Association reviews cover adequacy against the N.1 categories at least annually.
An identified gap or an uninsured loss is recorded, escalated to the Board, and either covered or recorded as an accepted risk with stated reasons.

Section O — Participant and community feedback and complaints (GT-2.8 / GT-7.5)

Operational mechanics for the Participant and Community Charter. The duties are binding in GT-2.8 and that charter; the steps below are operational and Board-tunable. Provisional figures pending review.

O.1 Feedback channel

Each hub offers an accessible feedback channel for the people it serves and for neighbours/local community.
Feedback informs the hub’s seasonal Regenerative Impact assessment (GT-1.6, dimensions B and E) and may be surfaced as a Network Demand Signal (GT-1.12) where it names an unmet need.

O.2 Complaints

A non-member (participant, guest, client, neighbour) raises a complaint through the ladder of GT-7 per GT-7.5, beginning with the host Steward and the Association; the Steward acknowledges within 7 days (provisional) and logs it.
A safety/safeguarding concern is routed to the Designated Safeguarding Lead under Section M, not handled as an ordinary complaint.
Statutory consumer and data-subject rights, and access to the courts, are preserved throughout (GT-7.5).

O.3 Records

Complaint records are held under GDPR and GT-5; recurring patterns are reported to the Association and feed the regenerative assessment.

Section P — Hub exit and cluster coordination (GT-11.8 / GT-4.10)

Operational mechanics. The duties are binding in GT-11.8 (hub exit) and GT-4.10 (federation/clusters); the steps below are operational and Board-tunable. Provisional.

P.1 Hub exit

When a Hub leaves the network (Owner withdrawal under Agreement 1 §6, or network return under GT-2.7(b)):

in-flight programmes and ventures are concluded fairly or transferred to another hub;
affected participants, guests, and members are offered continued access at other hubs (Passport portability, GT-3A.5);
the resident Steward’s Agreement 3 §16 notice and housing window are honoured;
the Hub’s Ledger partition and all Passports are preserved (GT-13.4);
the departing community’s unmet needs are entered in the Network Demand Register (GT-1.13).

P.2 Cluster coordination

Co-located hubs may activate a Cluster holon (GT-4.10(a)), ratified by the Board, with the seasonal gathering as its coordination forum.
A Cluster keeps a shared register of resources offered and needed among its hubs (tools, people, knowledge, overflow capacity); disputes among hubs follow GT-7.
Cross-entity federation (GT-4.10(b)) proceeds under a dedicated instrument; pending it, bioregional collaboration is by case-by-case agreement preserving each entity’s autonomy and the access firewalls.

Section Q — Admission of a new node (GT-11.9)

Operational mechanics. The gate is binding in GT-11.9; the steps below are operational and Board-tunable. Provisional.

Q.1 Admission flow

Expression of interest — a prospective owner, steward group, or partner entity submits an expression of interest to the Board.
Mission-fit + capacity assessment — the Board (with the relevant Cluster/Stewards where co-located, GT-4.10(a)) assesses values/mission alignment (including regenerative balance from the start, GT-2.7) and the network’s capacity to support the node — steward bandwidth, mentor reach, reservoir headroom. Either may be grounds to decline or defer; a well-fitting node may be declined for lack of capacity.
Board decision — admission approved by the Board; recorded in the minutes and reported in the bilancio sociale.
Instrument — for a Hub: Agreement 1 signed, Hub DNA drafted (A1-5), Regenerative Impact baseline set (Annex 2). For an external partner: federation agreement under GT-4.10(b).
Provisional status — the node joins provisionally; hub-activation duties run per A1 §3.9 (steward appointed, first activity scheduled, communicated to membership within 6 months).
Review to full status — at the end of the provisional period (about 6 months), a review confirms the place came alive and the fit held; full hub status is confirmed, or the provisional period extended, or admission reversed.

Section R — Fiscal monitoring and readiness

Standing fiscal disciplines adopted with the Association’s legal/fiscal review. The classifications below are maintained with the Association’s fiscal advisor.

R.1 Art. 79(5) / DM 107/2021 dashboard

Quarterly, the Board reviews the commercial / non-commercial ratio. Stream classification:

Stream	Side of the test
Membership fees (A2)	non-commercial
Donations, restricted gifts, legacies (A5)	non-commercial
Occasional public fundraising (Art. 79(4))	non-commercial
Resource-cost band to members (A4; Art. 85)	non-commercial
Market-rate band to the public (A4)	commercial
External Regeneration Contribution fees (GT-4.4(a): Vehicle Entities, Emerged Entities)	commercial
Partnership flows received by the Association (A6)	commercial
Internal NRC, ARC, Asset Reserve accrual, reservoir transfers	neither — internal, never in the ratio

Alert threshold: commercial at 25% of overall revenues (headroom before the 30% DM 107/2021 ceiling; Art. 79(5-bis/ter) margins soften a one-off breach, the dashboard keeps it one-off). Annual confirmation in the relazione di missione.

R.2 VAT compliance

Standing arrangement: partita IVA (the external Regeneration Contribution fees are taxable in any case); dispensa ex Art. 36-bis DPR 633/72 on exempt operations; taxable streams segregated in the accounts. The member-corrispettivi VAT regime (D.L. 146/2021) is tracked with the fiscal advisor.

R.3 Donor separation

Allocation and access decisions are made without reference to the donor record (GT-3A.4A; A5 §8.4). The annual review spot-checks this.

R.4 Access-language hygiene

In every document, form, and interface, the words earn, redeem, credit, balance, spend are never used in connection with access to network resources. The Passport shows contribution; it never shows a price. Free or below-cost places are recorded as discretionary decisions with their reason (GT-3A.3).

R.5 Ledger-to-invoice reconciliation

At each settlement, the euro-valued distribution entries in Project and Venture partitions are reconciled against the invoices actually issued (GT-12); divergences are corrected before the next cycle.

Migration Note

Where an agreement holds a specific timeframe, it is binding there. Moving a timeframe into this document requires a one-clause amendment (“in accordance with the Operational Procedures published by the Association”); candidates and sequence are a Board decision. Timeframes that protect substantive rights — termination notice, payment deadlines, housing windows — stay in the agreements and are not candidates.

Document Governance

Maintained by: Association’s governing body
Amended by: Board resolution (no agreement amendment required)
Communicated to: All active participants via standard network channels at each amendment
Reviewed: Seasonally; aligned with the network’s natural coordination rhythms (equinoxes, solstices)
Versioning: Each amendment increments the version number; Decision Log records the change

This document is a reference tool, not a legal instrument. All legal content is in the individual agreements and the General Terms. Operational details herein are binding on the Association as published, but the Association may amend them by Board resolution at any time.

Part of the ReGenerativa Companion Documents.

ReGenerativa

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