07–09 — Operating framework
Governance and controls
Role boundaries, records, risk controls and the action register that must close before any plants enter the facility.
Roles
| Role | Responsibility boundary |
|---|---|
| Member custodian | Controls, tends, harvests and stores only their assigned plants. |
| Site steward | Manages access, building safety and shared infrastructure only. |
| Compliance secretary | Maintains adult IDs, allocations, access logs and incident register. |
| Safety officer | Fire, first aid, evacuation, water leaks and equipment isolation. |
| Professional contractors | Electrical, HVAC, security and fire maintenance under controlled access. |
Minimum document pack
- Legal opinion and association constitution
- Member ID, consent and plot-use agreement
- Bay, plot, plant and key register
- Access, visitor and contractor register
- Electrical CoC, fire plan and evacuation map
- Cleaning, hygiene and pest-monitoring records
- Incident, loss, waste and emergency register
- Maintenance, calibration and commissioning records
Top risks and controls
| Risk | Level | Primary control |
|---|---|---|
| Member model challenged | High | Written current legal opinion; no outsourcing or product-linked fees. |
| Electrical overload or fire | High | Engineered DB, dedicated circuits, CoC, detection and isolation. |
| Heat or humidity failure | High | Redundant cooling, alarms, maintenance and emergency response. |
| Unauthorised access | High | Individual locks, controlled entry, CCTV and audit trail. |
| Budget overrun | Medium | Three quotes, fixed scope, staged approvals and 15% contingency. |
Action register — what happens next
- 01Appoint a South African cannabis lawyer and confirm the operative private-use rules.
- 02Confirm 25 named adult members and whether each will personally tend plants on site.
- 03Measure the indoor room: length, width, clear height, doors, windows and drains.
- 04Confirm electrical supply: phase, amperage, transformer limits and outage history.
- 05Confirm water source, pressure, storage and a potability / suitability test.
- 06Survey greenhouse dimensions, orientation, wind exposure, slope and access.
- 07Commission electrical, HVAC, fire and security concept designs.
- 08Obtain three comparable quotations against one issued scope of work.
- 09Approve budget, member contributions and contingency before ordering.
- 10Commission the facility empty and close all defects before operation.
Information needed for version 2
Farm town / province
Indoor dimensions / height
Power supply / backup
Water source / test
Greenhouse dimensions
Confirmed member count
Available capital budget
Target construction month
Legal references
Start with legal and technical validation. Do not purchase lighting before the connected-load and heat-load studies are complete — the systems must be engineered as one package.