Internal Regulations
INTERNAL REGULATIONS
1. GENERAL PROVISIONS
1.1. Objective of the Internal Regulations
1.1.1. General Objective
To establish a comprehensive regulatory framework that governs the operation of the Center, promoting the efficient and orderly performance of its activities in accordance with applicable legal provisions, as well as ensuring harmonious coexistence among collaborators, users, tenants and any person related to the Center or its facilities.
1.1.2. Specific Objectives
a) To regulate the responsibilities, rights and obligations of the members of the Center.
b) Establish the applicable general regulatory framework.
c) Provide regulations that support the operation and decision-making of the Center's Governing Bodies.
d) Consider the existence of the necessary protocols for the legal functioning, delimitation of responsibilities and accountability of the Center.
e) Create the legal basis for the compliance structure necessary for the execution of the general objective.
f) Promote the creation of an inclusive, safe and non-discriminatory environment for all members.
g) Promote efficiency and transparency in the activities carried out, driving continuous improvement in internal processes.
1.2. Principles and Values of the Center
This Center must observe at all times in its relationships, decisions, perspectives, and visions the principles that are fundamental to the integral development of the community, considering the following:
a) Respect: Understanding and accepting people, both their personality and their opinions, beliefs and attitudes;
b) Diversity: The presence of people with different physical, social, and personal characteristics. These characteristics include: race, ethnicity, age, sex, sexual identity, religion, physical and mental ability, language, income, and education;
c) Equality: Identical treatment by one group or individual towards other people. Absence of any discrimination or rejection;
d) Participation: Create effective processes that involve individual and collective commitment to achieve the development and growth of our community and our physical space;
e) Sustainability: Taking actions and decisions that support the short, medium and long term economic development of our center, protecting the environmental, social and cultural elements;
f) Passion: Maintaining a desire and enthusiasm for the work we do and the service we provide, and
g) Integrity: To carry out our activities with honesty, emotional control, punctuality, loyalty and discipline.
1.3. Mission and Vision
Mission: To develop, project, reinforce and promote the growth of the LGBTIQA+ community , its allies and their families in a dignified, inclusive and inspiring space.
Vision: La Casa de Ruben invites, includes, informs and inspires.
People: To be the ideal space for our users, collaborators and team, where they feel inspired to be their best version by actively contributing to society, exalting their individuality and unique value.
Space: To be a constantly growing and evolving place that invites more and more people to feel safe, accepted, and loved within their community.
Community: To be a space for reliable, truthful and authentic information, that promotes inclusion, respect and coexistence in our city, state and country.
1.4. Non-Discrimination and Inclusion Policy
The Center guarantees full respect for human rights and prohibits any form of discrimination based on race, gender, sexual orientation, gender identity, religion, ability, socioeconomic status or any other personal or social characteristic.
At all times, the construction of an inclusive and safe space will be promoted that fosters equality, diversity and the integral development of all its members, recognizing the particularities and dignity of each individual.
The Center will always adopt preventive and corrective measures that ensure fair treatment, free from prejudice and violence, in accordance with its guiding principles.
1.5. Scope and Application
This International Regulation applies to all individuals participating in the Center's activities, including permanent members, visitors, and external collaborators. Compliance is mandatory, and any breach will be sanctioned in accordance with the established provisions.
Membership in the Center will be understood to be in order as follows:
a) Active Members: These are individuals formally linked to the Center through an employment contract, volunteer agreement, or appointment issued by the governing bodies. Their participation is regular and direct in the Center's operational, administrative, and decision-making activities. Active members are responsible for complying with all established guidelines and contributing to the Center's overall development and functioning.
b) Participating Members: These are individuals enrolled in the activities, programs, workshops, or courses organized by the Center. Their relationship with the Center is contingent upon participation in these activities, and they are obligated to comply with the rules of conduct, registration, and attendance established in these regulations. Participating members have the right to use the resources and spaces designated for the activities in which they are enrolled.
c) External Collaborators: These are individuals or entities that, without being permanent members of the center, contribute through projects, workshops, services, or specific activities. Their relationship with the center is governed by temporary agreements or contracts, which establish the terms of their work. External collaborators must comply with the regulations applicable to their activities within the center.
1.6. Definitions
For the purposes of these Internal Regulations and all the applicable rules emanating from it, the following concepts are considered to be delimited and defined:
a) La Casa de Ruben: Cultural center that promotes inclusion, respect and diversity within the LGBTIQA+ community, providing a safe space for community activities and personal development.
b) Safe Space: An environment free from discrimination, violence or judgment, where people can express themselves without fear of retaliation and with full respect for their gender identity, sexual orientation and personal characteristics.
c) Code of Conduct: Set of rules and principles that regulate the behavior of members, participants and visitors within La Casa de Rubén, ensuring mutual respect, fairness and harmonious coexistence.
d) Governing Body: The management body responsible for the administration, supervision and strategic decision-making at La Casa de Rubén, ensuring transparency and compliance with institutional principles.
e) Community Participation: Active involvement of members and collaborators in the decision-making, activities and projects of the Center, fostering a sense of belonging and collaboration.
f) Confidentiality: Principle that obliges to safeguard the sensitive information of La Casa de Rubén and its members, ensuring its exclusive use within the regulatory framework and the established purposes.
g) Inclusion: Institutional policy that guarantees equal access and participation for all people, without distinction based on gender identity, sexual orientation, ethnic origin, disability or other characteristics.
h) Contractual Relations: Legal links that regulate the agreements between Casa de Rubén and third parties, including external collaborators, suppliers and sponsors, guaranteeing clear terms and mutual responsibilities.
i) Internal Audit: Process of reviewing and evaluating the financial, administrative and operational activities of the Center, with the objective of ensuring transparency, regulatory compliance and accountability.
j) Decision Making: Process by which matters related to the management, activities and development of La Casa de Rubén are analyzed and resolved, ensuring democratic and representative participation.
k) Non-Discrimination Policy: Guidelines that guarantee equal treatment for all people within La Casa de Ruben, prohibiting any form of exclusion or prejudice based on personal or social characteristics.
l) Mission and Vision: Institutional statements that reflect the purpose and aspirations of the House of Ruben, guiding its actions towards the promotion of inclusion, respect and equity.
m) Internal Regulations: Set of rules established to regulate the operation, coexistence and responsibilities of members and visitors within La Casa de Rubén.
n) Personal Data Protection: Set of measures and regulations designed to safeguard the private information of members, collaborators and participants, guaranteeing its safe and confidential use.
o) Volunteering: An activity in which people freely and altruistically engage in the development of projects and activities within La Casa de Rubén, strengthening the community and its initiatives.
p) Financial Transparency: Principle that ensures clear and accessible access to the economic and administrative information of La Casa de Rubén guaranteeing accountability and the correct management of resources.
q) Rules of Coexistence: Rules established to promote respect, harmony and safety within La Casa de Rubén, ensuring healthy interaction between its members, visitors and collaborators.
2. Operation of the Cultural Center
2.1. Operating Hours
The Cultural Center will operate on the schedules established by the Center's Governing Bodies, which will be published in official media and will be subject to modifications according to operational needs or specific activities.
Adherence to the schedule is mandatory for all members and visitors, without exception.
2.2. Policies for Booking and Using Common Areas
The Center's facilities and spaces will be used exclusively for activities that promote the objectives of the regulations and will comply with the following:
I. Allocation and Availability of Spaces .
a) Formal Written Request: All reservation requests must be submitted in writing using the forms or electronic means provided by the Center, in a free-form letter specifying the space required, the purpose, the date along with the requested time and the member requesting it.
b) Advance Application: Applications must be sent at least five business days in advance of the date planned for the use of the space, except in exceptional cases that will be evaluated by the Governing Body.
c) Review and Approval: Applications will be reviewed by the Governing Body and answered through the same channel. This response must include confirmation of space availability, compliance with requirements, and compatibility of the activity with the Center's principles and objectives.
d) Deposit: If the reservation involves the payment of a fee, the applicant must pay the corresponding amount before signing the contract. The fee policy will be available in the Center's Remuneration Protocol.
e) Contract Signing: The applicant must sign a contract that establishes, at a minimum, the conditions of use of the space, the obligations of the applicant, respect for the regulations, responsibility for damages, the restitution of the space and the legal consequences in case of non-compliance.
f) Notice of Termination of Use and Good Handover: Once the activity is completed, the applicant must notify the Governing Body of the handover of the space, who must carry out an inspection to verify its condition and subsequently deliver the notice or, if applicable, proceed to delimit responsibilities in case of not having a good handover.
II. Conditions of Use: In addition to the rules stipulated in the Property Conservation Protocol and other applicable regulations, the following minimum must be considered:
a) Respect for Furniture and Facilities: The furniture, equipment and other facilities of the Center must be used exclusively for the authorized purposes and in the manner indicated and under the protection of a Furniture Responsibility Letter.
b) Compliance with Schedules: The spaces must be used within the hours established in the reservation or contract. Failure to comply with this schedule may result in penalties or the revocation of the right of use.
c) Responsibility for Cleaning: Upon completion of the use of the space, the applicant will be responsible for returning the facilities in the same clean condition in which they were received, removing waste and materials generated during the activity.
d) Conservation and Preventive Maintenance: Users are obligated to immediately report any defects or damage detected in the facilities. Failure to do so may result in the presumption of damage against them. Any damage caused by misuse will be the responsibility of the applicant, who must cover the repair costs.
e) Prohibition of Unauthorized Uses: The use of the facilities for activities that contravene the principles of the center, such as discriminatory acts, illegal activities or any other that has not been previously authorized, is strictly prohibited.
III. Prohibitions: Without limiting any other conduct prohibited by the Center's regulations, the following are strictly prohibited:
a) The consumption, possession or distribution of illicit substances within the Center is prohibited.
b) Smoking is not allowed in enclosed or non-designated areas.
c) Any unauthorized conduct that alters the physical state of the property is prohibited.
d) Acts of discrimination, harassment or violence of any kind are prohibited.
e) It is forbidden to carry out profit-making activities, not previously authorized by the center.
f) Weapons are not allowed in the Center.
g) It is forbidden to cause damage to the furniture, equipment or facilities of the Center.
h) Access is not permitted to persons who are intoxicated or under the influence of drugs.
i) It is forbidden to alter the assigned times for the use of the spaces without prior authorization.
j) Activities contrary to the principles and values of the Center are not permitted.
k) The use of the spaces for political, religious or proselytizing purposes is prohibited without prior authorization.
2.3. Organization of Events and Activities
All events and activities organized within the Center must align with the values and principles established in these regulations.
The organizers must submit an activity plan for approval, ensuring respect for diversity and inclusion of all participants.
The organization, planning, authorization and management of all events will be reserved for the Governing Body of the Center, either at the request of members or of its own volition, within its limits and powers.
2.4. Rules of Coexistence
The Governing Body shall issue, review and authorize its Code of Conduct every year within its limits and powers.
2.5. Promotion of Diversity and Community Participation
The Center will maintain its commitment to promoting diversity and the active participation of all people, in complete accordance with its overall objective and guiding principles. Every activity will be designed to create a space where all voices, especially those of the community, can be expressed and heard.
To strengthen this commitment, the Center will have a publicity program that will ensure the visibility of its workshops, events, and cultural activities. This program will be reviewed periodically by the Governing Board, seeking to adapt to the needs of the community and guarantee that its initiatives are accessible and inclusive.
All the Center's strategies and actions will be developed within the framework of its fundamental principles, respecting diversity and promoting inclusion, as well as constant dialogue with the community, which will be essential to adjust activities and ensure that they respond to the real needs of its members and the positive impact that the Center seeks to generate in society.
3. INTERNAL RELATIONS
3.1. Of the internal members of the Center
Members of the Center include all individuals who actively and wholeheartedly collaborate with our activities, as well as those who utilize our services, resources, and spaces. Anyone who rents or leases our facilities, or who is directly or indirectly involved with the Center through participation in our activities, events, projects, or support for our various causes, is also considered a member. This space is open to all gender identities and sexual orientations, without distinction, fostering an inclusive, diverse, and respectful community where all voices, realities, and experiences are valued and welcomed with dignity.
3.2. Rights and Obligations of the Center Members
3.2.1. Rights:
a) To exercise their active participation in all the activities and decision-making processes of the Center, within the limits established by the powers and rights conferred upon them by this Regulation and any binding regulations.
b) To enjoy dignified, respectful and inclusive treatment in all areas of interaction and collaboration within the Center.
c) Access relevant and accurate information necessary for the full performance of the responsibilities assigned to them.
d) Formulate proposals, projects and suggestions aimed at promoting the comprehensive development of the Center, using the channels formally established by the governing bodies.
e) Demand access to the logistical and technical resources required to perform their assigned functions, obligations and tasks efficiently.
f) Report, through the appropriate channels, any incident of discrimination, harassment or violence that violates the guiding principles of the Center; without fear of retaliation, the Center will guarantee your protection against any type of negative retribution, revenge or discrimination resulting from your act of reporting.
g) Participate in programs, training, workshops and events organized by the Center, designed to promote the professional and personal enrichment of its members.
h) Receive well-founded and timely feedback on their contributions and performance in the field of their activities.
i) To be notified in a timely manner regarding changes in regulatory provisions or operating procedures that affect their functions.
j) To take an active part in the democratic mechanisms established by the Center, in accordance with the powers and obligations recognized in this Regulation.
3.2.2. Obligations:
a) To know, respect and comply with all applicable regulations, internal protocols and rules governing the operations of the Center.
b) Actively contribute to the creation and maintenance of an inclusive, safe and free work environment, free from discrimination or conflict.
c) Assume full responsibility for the decisions and actions carried out in the exercise of their functions, submitting to the regulatory compliance protocols implemented by the Center.
d) Safeguard the confidentiality of internal information, ensuring adherence to established procedures for handling data, information and confidentiality.
e) Ensure the optimal, safe and efficient use of the Center's resources, assets and facilities, reporting any irregularity that could compromise its integrity.
f) To participate actively and constructively in initiatives aimed at the continuous improvement of internal processes and collective activities.
g) Report any incident involving deterioration, misuse or damage to the Center's material assets, taking responsibility for the impact resulting from your actions.
h) Comply with the time and form obligations established for the development of the tasks in which they are involved, whether as teachers, assistants or in any other capacity recognized by the Center.
i) Represent the Center with integrity, respect and professionalism in all activities involving external interactions, protecting the institutional image, using the Center's name and trademarks appropriately, and complying with established provisions.
j) Actively promote the guiding principles of the Center's mission, vision and values in all areas of interaction.
3.3. Internal Conflict Resolution
In the event of disagreements or conflicts among the Center's internal members, a structured approach will be adopted to ensure impartiality and fairness. This process constitutes a first phase for the prompt and rapid resolution of conflicts, independent of regulatory compliance protocols. Its objective is to offer an initial alternative for resolution prior to the application of regulations, compliance protocols, and applicable legislation. The steps to follow are:
a) Initial Mediation: A representative of the Governing Body will lead a preliminary mediation to contextualize and assess the nature of the conflict.
b) Formal Dialogue: The parties involved will be convened to present their viewpoints, ensuring a neutral environment that facilitates resolution. This process will take place at the Center's facilities and will be attended by at least two signing witnesses to guarantee the transparency and formality of the procedure.
c) Implementation of Solutions: A written agreement will be formalized reflecting the time and place of the incident, the events that occurred, the parties involved, and the witnesses who attest to the agreement with their signatures. A copy of this document must be provided to each party and to the Governing Body for filing and record-keeping.
d) Active Monitoring: Rigorous monitoring will be carried out to verify compliance with the agreements and resolve any emerging obstacles, whether by the Governing Body or the person designated by it.
e) Escalation: Should the conflict persist or worsen, internal disciplinary mechanisms or external professional advice will be sought. The agreement described in point 3 will serve as the formal basis for the actions determined at this stage.
3.4. Participation and Volunteering
When members of the Center decide to organize themselves to carry out activities under the modality of volunteering or other activities that unite them as a group, these may be carried out under the brand of the Center provided that the following rules are observed, and absolute respect for the applicable regulations and the principles established in this Regulation is ensured:
a) Formalization: All volunteers must sign an agreement that clearly details their rights, duties, and areas of participation. This agreement must have the written authorization of the Governing Body to guarantee its validity and alignment with institutional provisions.
b) Diversified Actions: Available activities will include contributions to cultural events, administrative tasks, community projects and others aligned with the Center's mission.
c) Institutional Recognition: It will be ensured that volunteers can use the Center's brand and receive public recognition for their contributions.
d) Regulatory Compliance: Volunteers will be subject to the same regulatory and ethical compliance expectations as the rest of the members.
3.5. Framework for the Internal Work Regulations
The Center's Internal Work Regulations provide the legal framework that governs labor relations applicable exclusively to the Center's workers within the scope of its operation:
a) Regulatory Basis: This regulation is harmonized with current labor legislation, including the provisions contemplated in the Federal Labor Law, and complements the Internal Work Regulation without limiting its application or scope in any case.
b) Operational Guidelines: The Internal Work Regulations must contemplate and develop the provisions of these Regulations as an integral part of its structure, ensuring the full incorporation of regulations that include rights, obligations, sanctions, complaint mechanisms and the procedures that regulate the working day, guaranteeing coherence, compliance and transparency.
c) Access and Transparency: The complete documentation will be available for consultation by employees, promoting institutional transparency.
3.6. Policy on the Use of Advertising Material and Brand of La Casa de Rubén
The protection of the Center's identity and brand will be regulated under general guidelines, complementing and respecting specific protocols, without these provisions being restrictive or limiting in relation to said protocols, namely:
a) Express Authorization: No material or logo may be used without the prior authorization of the Governing Body.
b) Alignment to Institutional Purposes: All use must be consistent with the values, mission and vision of the Center.
c) Protection of Rights: The unauthorized personal, commercial or profit-making use of the institutional image is strictly prohibited.
d) Documentary Transparency: All advertising activity must be supported by formal documentation.
4. RELATIONS WITH THIRD PARTIES
4.1. Contracting of Suppliers and Services
All relationships with suppliers or service providers will be governed by ethical, legal, and transparency principles, in strict compliance with applicable regulations at all levels, including local and federal provisions and the Center's internal protocols. At a minimum, these contractual relationships must incorporate the following elements:
a) Contractual Formalization: No service will be contracted without a written contract that precisely specifies the conditions, deadlines, and obligations of the parties. Likewise, any verbal agreement lacking express or documented recognition by the Governing Body will be considered nonexistent, unless compelling evidence to the contrary is presented that proves its validity and scope.
b) Commitment to Diversity: In the event that two equivalent proposals are presented in Terms of Conditions, costs and quality, preference will be given to the supplier whose track record, mission or practices reflect a greater commitment to the inclusive principles and fundamental values of the Center.
c) Periodic Review: Contracts will be subject to regular reviews to ensure compliance and evaluate the quality of service provided. If the contract does not establish a specific review period, it may not exceed one year, without affecting the overall validity of the agreement.
4.2. Leasing and Subleasing Policy
The use of spaces in the Center by third parties will be governed primarily by the corresponding contract, which must comply at least with the following provisions to guarantee its correct use and alignment with institutional values:
a) Formalization of Agreements: All leases must be supported by a written contract that comprehensively specifies the conditions, terms, and responsibilities of the parties involved, ensuring clarity and compliance. This contract must include, as minimum requirements, financial obligations, the term of validity, a detailed description of the leased space, usage policies, and dispute resolution procedures. Furthermore, any agreement that does not have the express and documented written recognition of the Governing Body will be considered nonexistent, unless compelling evidence is presented to prove its validity and scope.
b) Permitted Purposes: The spaces may only be used for authorized activities that are aligned with the mission and vision of the Center, in strict compliance with applicable regulations and in accordance with the internal guidelines established to guarantee compliance with the institution's guiding principles.
c) Tenant's Responsibility: Those who use the spaces will be responsible for any damage or deterioration and must cover the restoration of the facilities to their original condition.
d) Prohibition of Subletting: Under no circumstances may the lessee sublet the spaces without prior written authorization from the Governing Body.
e) Supervision and Control: The Governing Body will supervise compliance with the contract in strict adherence to the established protocols and applicable regulations, ensuring that the Center's guidelines are respected to guarantee compliance with the institution's guiding principles.
4.3. Relationship with Other LGBTIQA+ Community Centers
The Center will establish collaborative relationships with other like-minded organizations to promote common values and strengthen the community:
a) Strategic Cooperation: Joint activities will be promoted to foster inclusion, diversity and the strengthening of the rights of the LGBTIQA+ community.
b) Formal Agreements: All collaborations must be formalized through agreements that specify in detail the objectives, commitments, and responsibilities of the parties, including the conditions for resource contributions, implementation deadlines, monitoring mechanisms, and conflict resolution procedures. Furthermore, these agreements must comply with applicable regulations and align with the Center's fundamental principles and values, always guaranteeing transparency and ethical compliance in all actions arising from the collaboration.
c) Exchange of Good Practices: Mutual learning and the exchange of experiences that benefit the represented communities will be encouraged.
d) Respect for Autonomy: Each organization will maintain its independence, respecting its particular values and objectives.
4.4. Relationship with Public Institutions, Companies and Donees
The Center will engage with external actors under principles of transparency, integrity and social responsibility, and will at all times ensure compliance with anti-money laundering and anti-use of illicitly obtained resources policies, observing the following rules:
a) Agreements and Partnerships: All collaborations must be formalized through agreements that specify in detail the objectives, commitments, and responsibilities of the parties, including the conditions for resource contributions, implementation deadlines, monitoring mechanisms, and conflict resolution procedures. Furthermore, these agreements must comply with applicable regulations and align with the Center's fundamental principles and values, always guaranteeing transparency and ethical compliance in all actions arising from the collaboration.
b) Use of Resources: The resources received will be used exclusively for previously agreed projects and activities, ensuring proper administration and accountability, in strict adherence to the protocols, manuals and applicable regulations, which guarantees their ethical and transparent compliance.
c) Respect for Institutional Values: Relationships with entities that may contravene the fundamental principles of the Center will be avoided.
d) Transparency and Reporting: It will be ensured that the alliances are transparent and that the results obtained are communicated clearly and promptly to the interested parties through the mechanisms established by the Center, ensuring that the actions undertaken comply with the principles contained in the formalized agreements and with the applicable regulations at all times under the supervision of a representative designated by the Governing Body.
4.5. Civil and Criminal Liability towards Third Parties
The Center will comply with all legal obligations related to interaction with third parties, ensuring the protection of its interests and assets, which will be achieved through the implementation of a regulatory compliance and criminal risk prevention protocol that allows anticipating and mitigating possible legal contingencies, guaranteeing responsible management aligned with applicable regulations.
a) Risk Prevention: Measures will be implemented to anticipate and mitigate possible legal conflicts, ensuring the inclusion of provisions that clearly establish the responsibilities of the parties and the performance of periodic legal reviews to ensure regulatory compliance and the protection of the Center's interests.
b) Handling Complaints: In case of complaints, the Center will act in accordance with legal provisions, prioritizing amicable resolution and regulatory compliance, always guaranteeing the prevention of illegal conduct.
c) Asset Protection: Measures will be taken to mitigate risks that may compromise the assets of the Center, including insurance and preventive audits.
d) Channeling of illicit conduct: Any fact that must be reported and is known by the members of the Center must be reported immediately to the competent authorities, in accordance with the protocols established by the Center and the applicable regulations, ensuring that the report is made in a timely and appropriate manner to guarantee due legal attention.
4.6. Ethical Handling of Sensitive Information
The handling of sensitive information will be governed by high standards of ethics and security, in accordance with established protocols and applicable regulations, ensuring that all processes for handling, storing, and using such information comply with current legal provisions and the Center's institutional principles, which will observe at least the following:
a) Confidentiality: The information will be accessible only to authorized personnel, as stipulated in the internal protocols.
b) Responsible Use: Sensitive information will be used solely and exclusively for the purposes of the Center and will be available exclusively to those who have the express authorization of the Governing Body, guaranteeing compliance with the principles established in the internal protocols and in the applicable regulations.
c) Data Protection: Technological and organizational measures will be implemented to protect information against unauthorized access.
d) Sanctions: Failure to comply with these provisions will be grounds for disciplinary measures, including legal action if appropriate.
5. MAINTENANCE AND CONSERVATION OF THE PROPERTY
5.1. Maintenance and Cleaning Managers.
The Center will determine whether maintenance and cleaning tasks will be managed directly through hired personnel or through subcontracting to specialized companies.
If the Center chooses direct hiring, it will be obligated to establish, through clear internal guidelines, the specific responsibilities of the employees. These will include the regular execution of maintenance and cleaning tasks, strict adherence to assigned schedules, and compliance with strict quality and safety standards.
In the case of hiring external companies, the Center must formalize contracts that include, at a minimum, the following provisions: the legal accreditation of the company, the hiring of duly trained personnel, the exclusive use of sustainable and respectful methods for the property, the detailed description of the assigned tasks, the frequency and schedules of the services, compliance with current legal and labor provisions, as well as the implementation of clear mechanisms for supervision and sanctions in case of non-compliance.
Regardless of the contracting scheme, the Center will ensure that maintenance and cleaning activities do not interfere with the daily operations of the property and will keep the common areas in optimal condition for use. In addition, periodic inspections will be carried out to identify risks, document findings and plan the necessary repairs, preserving the functionality of the property and ensuring its conservation.
5.2. Cleaning and Repair Program.
The Center will establish a regular program that integrates sustainable practices and promotes the health, cleanliness, and hygiene of common areas. This program must be based on defined standards that ensure environmental preservation and operational efficiency.
Periodic preventive inspections of essential facilities will be carried out by qualified personnel selected by the Center to ensure their optimal functioning and prevent contingencies that may affect the property or its use.
Any incident outside the established program must be reported immediately for timely resolution, ensuring that it does not affect the operations of the property or compromise the appropriate conditions for users.
5.3. Rules for Decorating or Modifying Spaces.
The Center will evaluate and authorize all requests for modifications or decorations, which must be submitted in writing. Requests will be analyzed according to criteria of technical feasibility, aesthetic harmony, and regulatory compliance, and their implementation will be contingent upon formal approval.
In its commitment to preserving the building as a historical landmark, the Center prohibits any intervention that compromises its structural stability. This designation requires strict compliance with applicable legal guidelines to safeguard its integrity, guarantee its safety, and protect its cultural and architectural value.
5.4. Efficient Use of Resources.
The Center will promote the efficient use of resources as a shared responsibility, implementing innovative technologies and awareness-raising strategies aimed at fostering sustainable practices. These actions will contribute to environmental preservation and energy savings, benefiting both users and the environment.
The installation of energy-saving devices will be prioritized in all areas of the building, seeking to consolidate a responsible consumption model that promotes collective sustainability and reduces environmental impact.
5.5. Waste Management and Recycling
The Center will guarantee a comprehensive waste separation system, classifying waste as organic, recyclable, and non-recyclable. Users must strictly adhere to these provisions as part of their collective responsibility for sustainability.
Failure to comply with these regulations will be subject to penalties as stipulated in this regulation, reinforcing a culture of respect for the environment.
In addition, regular educational workshops will be implemented to raise awareness among users about the importance of recycling and responsible waste management, strengthening the building's commitment to sustainability.
6. FINANCE AND ADMINISTRATION
6.1. Resource Management
The Center, through its Board of Directors, will be responsible for the efficient and responsible management of all available resources, ensuring that these are used optimally for the fulfillment of institutional objectives. This will include the planning, execution, and constant evaluation of strategies aimed at maximizing the impact and sustainability of operations.
The responsibility of the administration will not be delegable; however, the Center may authorize professionals or companies that offer specialized knowledge or technical skills that complement internal capabilities to perform specific tasks and functions.
All administrative, financial, and ownership representation must be authorized by the General Assembly, in accordance with its statutes.
6.2. Management of Income and Expenses
Manuals with clear and documented procedures will be established for the management of income and expenses, prioritizing transparency and accountability.
All financial transactions must be recorded in a timely manner and supported by the corresponding documentation, ensuring compliance with applicable accounting and tax regulations.
6.3. Financial Transparency Policies.
The Center will adopt transparency in financial management as a fundamental principle, prioritizing the implementation of best practices to ensure responsible and accessible management.
The Center shall inform the General Assembly, through the preparation of quarterly reports, of the financial status and the destination of resources.
6.4. Anti-Corruption, Anti-Money Laundering and Illicitly Sourced Resources Policy.
The Center recognizes the existence of an Anti-Corruption, Anti-Money Laundering and Illicitly Sourced Resources Protocol, which will establish the specific guidelines to prevent, detect and punish any activity related to these illicit acts.
The general regulations will delegate all normative specificity to said protocol.
This protocol should include at least provisions on the implementation of rigorous internal controls, the obligation to report suspicious transactions, ongoing training in ethics and compliance, and applicable sanctions for violations.
The Center will adopt strict measures to prevent and combat acts of corruption, money laundering and the use of illicitly obtained resources, with internal controls, regular audits and staff training in ethics and legal compliance.
6.5. Contributions and Donations Policy.
The Center acknowledges the existence of a Donations and Contributions Protocol, designed to regulate the receipt, registration and destination of these resources, ensuring their lawful origin and their alignment with institutional objectives.
The general regulations will delegate all normative specificity to said protocol.
This protocol should include at least guidelines on verifying the origin of contributions, the documentation required for their registration, the rules for their allocation, and periodic accountability regarding their use.
The receipt of contributions and donations will be regulated through specific guidelines that ensure their lawful origin and their use in accordance with the objectives of the Center.
All contributions must be duly registered and justified, guaranteeing transparency and compliance with applicable legal provisions.
6.6. Sponsorship Management.
The Center will promote sponsorship management through strategic agreements with public and private entities.
Sponsorships must align with institutional principles and the resources received will be used exclusively for the fulfillment of the established purposes.
7. SAFETY AND SECURITY
7.1. Internal Security Standards
Internal safety regulations aim to establish a framework for respectful, orderly, and risk-free coexistence within the Center. These regulations include:
a) Controlled access to the property through prior identification.
b) Strict prohibition of illegal substances or weapons on the premises.
c) Regular supervision of common areas to prevent physical risks or inappropriate behavior.
d) Periodic training for employees on safety measures and risk prevention.
7.2. Emergency Protocols
The Center will have detailed protocols for responding to emergencies such as fires, earthquakes, or medical incidents. These include:
a) Clear signage of evacuation routes and meeting points.
b) Bimonthly drills in collaboration with local authorities.
c) Basic medical equipment and a first aid kit accessible at all times.
d) Immediate contact with emergency services if necessary.
In addition, the Center will have a brigade made up of personnel who will be in charge of prompt attention for emergencies, it will be made up of the number of people determined by the Governing Body of the Center, for this purpose, the brigade will have the courses and training of the Secretariat of Civil Protection of the State of Querétaro or any specialized association so that the personnel have the skills and knowledge for its good functioning.
7.3. Protection of Personal Data
The handling of personal data of attendees, collaborators, and participants will comply with the Federal Law on the Protection of Personal Data Held by Private Parties. Data will be collected exclusively for administrative purposes and will never be shared without prior consent. Technical and organizational measures will be implemented to prevent unauthorized access to data. Each person will have the right to request access, rectification, cancellation, and objection to the processing of their personal data in accordance with the Privacy Notice available in the Center's application.
7.4. Incident Reporting
To strengthen security, an incident reporting mechanism will be implemented, allowing anyone to report situations that pose risks or affect the center's environment. Reports can be made anonymously, if desired. A prompt and effective response to each report will be guaranteed, with a maximum response time of forty-eight hours. Incidents will be documented, and if necessary, preventive measures will be adjusted to avoid their recurrence.
Similarly, the fundamental right of whistleblowers to be free from retaliation or adverse action as a result of their decision to report an incident, situation, or conduct will be ensured and protected. This includes implementing appropriate measures to safeguard their safety, well-being, and rights, guaranteeing that those who dare to report can do so freely and without fear of negative consequences, whether in the workplace, socially, or personally. The commitment to non-retaliation will be monitored, and an environment will be provided in which the integrity of whistleblowers is fully respected.
8. Review and Update of the Regulations
Reviewing and updating the Regulations is an essential process to ensure that policies and procedures are aligned with changes in the Center's environment, its needs, and applicable regulations. This process will identify areas for improvement, ensuring the Regulations' long-term effectiveness and their application in accordance with the Center's current situation.
8.1. Review Frequency
The frequency of review of the Regulations must be clearly defined to ensure that periodic evaluations are carried out and policies are updated in accordance with best practices and changes within the Center. The guidelines for establishing the review frequency are:
a) Annual Review: Conduct a complete review of the Regulation at least once a year to assess its effectiveness and apply necessary adjustments.
b) Review for Changes in the Environment: Conduct additional reviews whenever there is a significant change in the administrative or functional environment.
8.2. Change Approval Process
The Board of Directors will be responsible for approving changes to these Regulations. This process will be formal and structured to ensure that any modifications are made in a controlled manner and with proper authorization. The steps for approving changes to these Regulations are as follows:
a) Proposal for Changes: The Board of Directors is responsible for this Regulation; any of its members may submit a proposal for change using a format detailing the reasons for making that modification, the scope and the expected impact.
b) Review and Evaluation of the Proposal: The Board of Directors will evaluate the proposal and its alignment with the policies and objectives of the Center according to the applicable form.
c) Approval: Any significant change to the Regulations must be approved by the Board of Directors to ensure it has the necessary support. Once approved, the Board of Directors will either approve or reject the proposal.
d) Change Documentation: When changes are approved by the Information Security Committee, all approved changes must be recorded in a revision history, specifying the date, the version of the Internal Regulations and the responsible persons.
e) Implementation Validation: Once the change is approved, a validation will be carried out to ensure that the implementation is done correctly and without negative impact on the operation. The Information Security Committee will carry out the necessary procedures to ensure compliance.
8.3. Communication of Updates
Communicating updates is essential to ensure that all members, users, and collaborators of the Center are aware of changes made to these Regulations and understand how these changes affect their responsibilities and daily activities. Key aspects of communicating updates include:
a) Internal Notification: notifications will be handled by the Board of Directors and will be sent by email to the interested parties, without this being an obstacle to using other channels if appropriate.
b) Refresher Training: Conduct specific training sessions so that members, users or collaborators understand the changes and how these affect their roles and responsibilities.
c) Documentation Update: Ensure that all documents related to this Regulation reflect the changes made.
d) Communication to stakeholders: Inform stakeholders about any changes that may affect their interactions with the Center.
e) Confirmation of Reading and Understanding: Request members, users, collaborators and interested parties to confirm that they have read and understood the updates made to this Regulation.
9. General Provisions
9.1. Interpretation
The interpretation of the Internal Regulations of La Casa de Rubén is the exclusive prerogative of the Board of Directors.
9.2. Unforeseen circumstances
Anything not provided for in this Regulation will be resolved, discussed and approved in good faith by the Board of Directors, provided there is no fraud, error, violence or bad faith involved. 9.3. Jurisdiction
9.3. Jurisdiction
Any breach or controversy arising from non-compliance with the obligations derived from this Regulation, and which may have legal consequences, will be submitted to the jurisdictional bodies of the State of Querétaro.