Annex 3 to the Ownership Agreement. The place-specific (Hub) care protocol — the child of the general Agreement 1 Annex 6 — Asset Care Protocol for the case where the Asset is a place. It adds what a Hub needs beyond the care common to any Asset: ongoing facility maintenance, end-of-stay cleaning, and ecological restoration. Forms an integral part of that Agreement; also referenced in the Stewardship Agreement (Clause 10).
Read alongside Agreement 1 Annex 6 — Asset Care Protocol. The general parent holds what is true of caring for any Asset — the responsibility split (ordinary vs extraordinary; Steward / Association / Owner / user), the Asset register and condition, the maintenance cadence and log, damage reporting, and lifecycle, all purpose-bound to the Asset DNA. This Annex adds only the place-specific detail a Hub needs — kitchen, bathrooms, grounds, end-of-stay cleaning, and ecological restoration — that a vehicle, tool, or parcel of land does not. Tools, equipment, and vehicles kept at the Hub are not re-registered here: they are entered in the Hub’s single Asset register (A1-6 §C), and powered or road-going items additionally follow their dedicated care protocol when one is drafted (A1-6 parent applies until then).
Section A — Scope and Principle
Caring for a place 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 (A1-6 §A). This Annex gives the place-specific part of that relationship a shared shape.
The responsibility split, the Asset register and condition, the maintenance cadence and log, damage reporting, and lifecycle are all held by the general parent (A1-6 §§B–F) and are not repeated here. What a Hub specifically adds:
- Ongoing facility maintenance during use (Section B) → the Association, via the Steward;
- Extraordinary maintenance of the building and its systems (Section C) → the Owner, per A1-6 §B;
- End-of-stay cleaning (Section D) → the Steward for the use period;
- Ecological restoration standards (Section E) → observed by all present, per the Regenerative Covenant (GT-2).
Damage discovered at the Hub is reported per A1-6 §E; all maintenance, end-of-stay sign-offs, and servicing are recorded in the single maintenance log of A1-6 §D.
Section B — Ongoing Maintenance (Hub)
The following tasks are the responsibility of the Association during its periods of use, typically carried out by the Steward and contributing participants. Tools and equipment are registered and cared for per A1-6 (and A1-7 for powered or road-going items).
Cleaning during stays:
- Daily common area tidying
- Kitchen cleaning after each use (surfaces, appliances, floor)
- Bathroom cleaning after each use (toilets, showers, sinks, floors)
- (End-of-stay deep clean is governed separately in Section D)
Grounds and outdoor spaces:
- Grass cutting and pathway maintenance: [frequency — e.g. weekly during growing season]
- Weeding of kitchen garden and paths: [e.g. as needed]
- Removal of waste and compost management
- Pruning of hedges and small trees (not structural pruning): [e.g. once annually]
Minor indoor repairs:
- Replacing lightbulbs and fuses
- Minor plumbing (unblocking sinks, replacing tap washers)
- Touching up paintwork after minor scuffs or marks
- Re-hanging doors or cupboard fronts that have come loose
- Sealing minor tile cracks (cosmetic only — not structural)
- Replacing broken window catches (not frames)
Utilities management:
- Monitoring energy and water consumption
- Reporting unusual consumption patterns to the Association coordinator
- Ensuring all utilities are switched off / secured at end of each use period
Reporting obligation: The Association shall notify the Owner promptly (and in any event within [ ___ ] business days — to be completed at signing; suggested: 5) of any defect, damage, or maintenance need that goes beyond ordinary maintenance.
Section C — Extraordinary Maintenance (Hub)
The ordinary/extraordinary boundary and who bears each cost is set in A1-6 §B. The following are place-specific examples of extraordinary maintenance that remain the Owner’s responsibility and cost:
- Roof repair or replacement
- Structural wall repair or consolidation
- Foundation work
- Full replacement of boiler, heating system, or water heater
- Full replacement of electrical wiring or distribution board
- Full window or door frame replacement
- Septic tank or drainage system overhaul
- Major tree surgery (felling, heavy pruning of large trees)
- Replacement of flooring (not cosmetic repair)
Response time after notification: The Owner commits to commencing extraordinary maintenance within [ ___ ] days — to be completed at signing; suggested: 30 — of receiving written notification from the Association, except in cases of genuine unavailability (in which case an agreed timeline shall be communicated promptly).
Section D — End-of-Stay Cleaning Protocol
This protocol ensures that the Asset is left in a clean, orderly, and safe condition at the end of each stay, event, or use period — consistent with the Regenerative Covenant (GT-2) and the duty of care under Clause 3.1 of the Ownership Agreement.
Responsibility: The designated Steward for the use period, who may delegate tasks to participants but retains overall responsibility.
Process: The Steward completes and signs off the checklist below before departure. A copy is retained in the maintenance log (A1-6 §D).
Kitchen
- ☐ All surfaces wiped down (countertops, hob, oven exterior)
- ☐ Oven and hob cleaned inside (if used for cooking residue)
- ☐ Fridge cleared of perishable items and wiped inside
- ☐ Dishes washed and stored (or dishwasher run and emptied)
- ☐ Sink cleaned and unblocked
- ☐ Food waste composted or disposed of correctly
- ☐ Bins emptied and bags replaced
- ☐ Floor swept and mopped
- ☐ Gas / electrical appliances switched off
Bathrooms
- ☐ Toilets cleaned (bowl, seat, exterior)
- ☐ Showers and baths cleaned (tiles, tray, fixtures)
- ☐ Sinks and taps cleaned
- ☐ Mirrors wiped
- ☐ Floors mopped
- ☐ Towels collected for washing (or left as agreed with Owner)
- ☐ Supplies checked and noted if running low (soap, toilet paper, cleaning products)
Bedrooms and Sleeping Areas
- ☐ Beds stripped (sheets and pillowcases collected for washing or left as agreed)
- ☐ Surfaces dusted
- ☐ Windows closed and latched
- ☐ Floors swept or vacuumed
- ☐ All personal items removed by participants
Common Areas (Living Room, Dining, Workshop, etc.)
- ☐ Furniture returned to original or agreed configuration
- ☐ All equipment and tools stored in designated locations
- ☐ Floors swept / vacuumed / mopped
- ☐ Doors and windows closed and locked
- ☐ Any borrowed or rearranged items returned
Outdoor Areas
- ☐ Outdoor furniture returned to stored or agreed position
- ☐ BBQ / fire pit area cleaned (ash disposed of safely when cold)
- ☐ Waste sorted and placed in correct bins / composting system
- ☐ Paths and entry area clear of debris
- ☐ Gates closed and locked (where applicable)
Utilities and Security
- ☐ All lights switched off
- ☐ Heating / cooling set to agreed standby level (or switched off)
- ☐ Water supply isolation valve checked (if applicable in winter)
- ☐ All windows and external doors locked
- ☐ Keys returned to designated location or person
- ☐ Alarm (if applicable) set per agreed protocol
Section E — Ecological Restoration Standards
In keeping with the Association’s regenerative mandate, the following standards apply beyond basic cleanliness:
- Waste sorting: All waste to be sorted into correct streams (organic / recyclable / residual) per local municipality rules. Location of bins: [specify]
- Composting: Food waste and organic matter to be added to [composting system location]. No meat, cooked food, or dairy in outdoor composters unless system is appropriate.
- Water: Report any leaks, dripping taps, or unusual consumption before departure.
- Energy: All unnecessary electrical loads disconnected. Solar systems left in [agreed standby mode].
- Consumables: Record any supplies depleted (cleaning products, toilet paper, firewood, etc.) in the maintenance log (A1-6 §D) so they can be replenished before the next use period.
Signatures
This Annex forms an integral part of the Ownership Agreement executed between the Parties on [Date].
For ReGenerativa APS — ETS: _________________________ Date: _______
Owner: _________________________ Date: _______