Stakeholder Roles & Commitments

TOOL GUIDE VERSION 1.1 Stakeholder Roles and Commitments Turn relationships into clear, resourced commitments and shared rules. For venture teams, communities and institutions preparing a partnership, pilot or shared service. Allow 75-100 minutes with up to four groups, plus follow-up to confirm terms. The decision this helps you make Agree who contributes, what each can commit and which rules would make shared work fair and workable. Leave with roles, a governance sheet and unresolved matters to follow up. 01 Frame the decision and missing voices Use the place enquiry and relationship map. Invite people whose interests, knowledge or rights are affected, including those with less formal influence. Representatives do not erase differences within a group. 02 Hear contributions, benefits and burdens Let each group describe what it can contribute, the support it needs, what it hopes to gain and the costs or risks it carries. Make decision rights and their limits explicit. 03 Turn proposals into specific commitments State an action, owner, resources, check date and status. Keep it PROPOSED until those involved explicitly accept it; record the confirmation method and date. Silence is not agreement. 04 Agree shared rules, then read them back Use the governance sheet for one arrangement. Address access, monitoring, concerns, remedy, upkeep and exit. Return an accessible record, capture objections and agree a next decision; seek specialist advice where needed. A commitment needs authority and resources. Match responsibility to time, money, capability and decision rights. Do not turn goodwill into unlimited unpaid obligations. Shared rules cannot create statutory rights, override other users or substitute for required permissions. Unresolved essentials mean revise or pause. Pages 2-3: fillable A3 roles and A4 governance; pages 4-5: fictional irrigation proposals, not agreements. Add sheets as needed. Save and reopen; keep sensitive terms securely. Refuture Africa | Version 1.1 | 20 October 2026 1

WORKSHEET 1 / ROLES AND COMMITMENTS VERSION 1.1 Stakeholder Roles and Commitments Complete with affected people; use actor IDs from the flow map where helpful. Add sheets for more than four groups. Decision and scope Place and period People and date Actor / whose voice is represented Contribution and support needed Benefit sought / cost or risk carried Decision rights and limits Commitment / owner / status / check date STATUS / Proposed = unconfirmed; confirmed = explicitly accepted; declined = not accepted. Record confirmation method/date; silence is not agreement. Affected voices and ecological conditions Who is missing, and which living-system functions need informed care? Unresolved questions and next invitation What is unresolved? Who will investigate, with whom and by when? Priority question or change Next evidence and decision Owner and participants Review point and trigger Refuture Africa | Version 1.1 | 20 October 2026 2

WORKSHEET 2 / GOVERNANCE VERSION 1.1 Rules for working together Stakeholder Roles and Commitments / one shared arrangement; confirm terms with affected parties. Shared arrangement and boundary What is shared, by whom, where and for how long? Participation in making rules Who can set, challenge or change rules? Access, contributions and benefits How are scarce access, costs and benefits allocated? Monitoring and information Who checks use, outcomes and source condition? Concerns and disputes How can people raise a concern and receive a fair response? Missed commitments and remedy What follows a breach or safety issue? Who can pause work? Upkeep, resources and continuity Who funds maintenance, cover and ongoing care? Review, change and exit When are terms reviewed, and how can participation end? Refuture Africa | Version 1.1 | 20 October 2026 3

WORKED ROLES / ALL COMMITMENTS PROPOSED VERSION 1.1 Stakeholder Roles and Commitments Fictional Kenya solar irrigation service / 20 quarter-acre plots / no participant, permission or term confirmed. Decision and scope Solar irrigation service / pre-trial decision Place and period 20 plots + shared source / confirm boundary People and date Proposed team / agree dates Actor / whose voice is represented Contribution and support needed Benefit sought / cost or risk carried Decision rights and limits Commitment / owner / status / check date A / Growers and plots. Proposed service area: 20 neighbouring quarter-acre plots in Kenya. Invite women growers, tenants and smaller operators. Bring crop knowledge and needs; choose what records to share. Need clear fees, accessible terms and a voice in allocation and review. Seek better crop quality, reliable production and margins after fees. Carry payment, crop and access risks; benefits remain untested. Each grower chooses participation and data use. Proposed representatives help shape rules; they cannot waive other users' or tenants' rights. PROPOSED / Grower convenor invites 10 possible trial participants. Confirm consent, representation, data terms and concerns before readiness review; date TBC. B / Proposed operator. Would own or lease equipment and provide metered supplementary irrigation, scheduling, operation and maintenance. Cost equipment, labour, maintenance and monitoring; confirm safe capacity and competence. Needs realistic demand, paid work and a funded trial budget. Illustrative fee KES 50/m³; all volumes and demand untested. Operator carries under-use, finance and service risks; no return or funding secured. Controls safe operation within lawful conditions and agreed water limits. Fee changes, allocation, complaints and pause roles need explicit agreement. PROPOSED / Operator lead obtains quotes, source assessment and permission advice. Present full costs, capped trial budget and dependencies before any paid trial; date TBC. D / Other water users. Identify affected users beyond participating plots; do not assume one person speaks for everyone. Share access needs and source observations on agreed terms. Need a meaningful route into allocation and source-risk decisions, including less-visible users. Seek protection of existing access and source condition. Could bear reduced availability or pressure to accept a scheme; no benefit is presumed. Retain applicable rights. A project committee cannot assign or remove them; relevant authorities retain their mandate. PROPOSED / Local convenor and water specialist identify affected users and unresolved rights. Agree how objections alter the plan before source allocation or a trial; date TBC. E / Technician and agricultural adviser. Distinct maintenance and crop-water competences must be confirmed; no partner is secured. Offer scoped inspection, repair, crop-water advice and local capability support. Need paid time, equipment information, spare parts and realistic response terms. Receive an agreed fee for a defined service. Carry professional workload and safety obligations; instant repair and unfunded on-call cover are not assumed. Work within competence and applicable duties. Can decline unsafe or unsupported work; proposed escalation and operational pause roles need agreement. PROPOSED / Operator and advisers agree separate paid scopes, response/backup routes and handover evidence before the readiness review. Confirm budget and acceptance; date TBC. STATUS / Proposed = unconfirmed; confirmed = explicitly accepted; declined = not accepted. Record confirmation method/date; silence is not agreement. Affected voices and ecological conditions Include workers, landholders or tenants, downstream users and the relevant water authority. Establish source and soil conditions with appropriate local expertise. The five-acre service area is not the complete hydrological boundary. Unresolved questions and next invitation Water rights, source limits, safe capacity, full costs, payment, fair access and consent are unresolved. Proposed lead convenes a readiness review with affected groups before any paid trial; confirm owners and dates for each dependency. Priority question or change Prepare a bounded crop-cycle trial only if essential conditions can be met. Next evidence and decision Confirm terms, source rights/limits, competence and a funded trial plan; otherwise revise or pause. Owner and participants Proposed lead and operator with growers, other users and advisers; authority retains its mandate. Review point and trigger Readiness review before starting. No date or participant is committed; document acceptance, objections and follow-up. Refuture Africa | Version 1.1 | 20 October 2026 4

WORKED RULES / PROPOSALS, NOT AN AGREEMENT VERSION 1.1 Rules for working together Stakeholder Roles and Commitments / one shared arrangement; confirm terms with affected parties. Shared arrangement and boundary Proposed supplementary-irrigation trial with 10 consenting growers for one complete crop cycle plus next-cycle payment decision. Confirm lawful source access, safe allocation and equipment capacity before use. Participation in making rules Operator and affected users develop plain-language terms. Growers choose their representatives; seek less-visible users separately. Record objections, confirmation method and date. Relevant authority and other users retain their rights. Access, contributions and benefits Agree allocation, booking and any per-user caps inside the source budget. Explain the illustrative KES 50/m³ fee, payment and outage terms. Do not change a trial fee or restrict existing rights without the appropriate agreement and authority. Monitoring and information Agree who records delivered m³, source indicators and pause triggers. Growers check their own fee and crop-margin records. Share only permitted, minimum data; agree review rhythm, access and retention before starting. Concerns and disputes Agree a reachable private channel, response times and a trusted escalation route before the trial. Hear affected people, record the concern and response, and protect participation from retaliation. Missed commitments and remedy Name who must pause unsafe operation or a source-limit breach and notify affected users. Hear those affected and agree a proportionate remedy, owner and completion date. Confirm refund, damage and statutory reporting duties as applicable. Upkeep, resources and continuity Operator budgets paid maintenance, monitoring, training and backup cover. Confirm scope and responsibilities with equipment owner and advisers. If safe service cannot continue, notify users and implement the agreed continuity plan; no unfunded on-call promise. Review, change and exit Review operations at an agreed rhythm and learning after the full crop cycle and next-cycle purchase decision. Missed customer-value or source conditions mean adapt or pause. Agree orderly exit, remaining payments, data and safe service continuity beforehand. Refuture Africa | Version 1.1 | 20 October 2026 5

REVIEW, EVIDENCE AND USE VERSION 1.1 What changes the decision? Keep evidence, uncertainty and responsibility visible. Can people influence the terms? Check who can propose changes, decline, raise concerns and correct the record. Confirm each commitment with the affected party, its owner, resources and review date. Track proposed, confirmed, declined, completed or withdrawn status; do not infer acceptance from attendance. Can the arrangement evolve? Keep unresolved rights, access, ecological conditions and capacity visible. Fund upkeep and cover; plan a fair exit. An agreement is a working arrangement to review, not evidence of fair outcomes or long-term regeneration. Sources and attribution Teaching lineage Graham Miller / NOVA SBE (2025), Week 4 - stakeholder roles, PDF pp. 21-28, and Week 3 - rethinking value, pp. 36-40, supplied teaching materials. The former discusses Carol Sanford's Stakeholder Pentad. Refuture does not reproduce that diagram or proprietary exercises. Governance perspective Elinor Ostrom (2009), Beyond Markets and States: Polycentric Governance of Complex Economic Systems, Nobel Prize Lecture. Informs locally appropriate rules, participation, monitoring and conflict-resolution prompts; application depends on context. Original source online Place and development Pamela Mang and Bill Reed (2012), Designing from place: a regenerative framework and methodology, Building Research & Information 40(1), 23-38. Supplied Regenesis Institute course notes (2018), Session 1, also informed capability and ongoing-development questions; no original exercises reproduced. Original source online Irrigation context FAO (12 April 2018), Positive prospects for solar-powered irrigation systems. The sector guidance explains opportunities and risks, including unsustainable water withdrawal. It does not validate this invented case or its figures. Original source online Original Refuture Africa wording and layout. Use in projects and workshops with attribution; retain the version and source notes. Third-party works retain their own terms. Feedback: refutureafrica.com/resources. Imagine otherwise. Build differently. Refuture Africa | Version 1.1 | 20 October 2026 6