Template No.: T062
Template Title: TK-062 Large Donor with Conditions (D/F) — MoU Drafts — Condition Review Checklist
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations) / Cluster F (HGT Conflicts)
Linked Templates / Policies: T24 MoU Standard / T27 Due Diligence / T43 Gift Ethics / TK-061 Donation Ledger
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
Fields (TK-062 Body)
1) Case Identification
1.1 Case title: _______________________________________________
1.2 Case type (tick):
Large donation with conditions [ ]
Donation linked to project / building [ ]
Donation linked to relic access / display [ ]
Donation linked to naming / title / public message [ ]
Other: _______________________________
1.3 Date received (first contact): ____ / ____ / ______
1.4 Current status (tick):
Drafting [ ] Reviewing [ ] Approved [ ] Rejected [ ] Signed [ ] Paused [ ]
2) Donor Profile (Basic)
2.1 Donor name / organization: __________________________________
2.2 Donor contact person: _______________________________________
2.3 Donor contact details: _______________________________________
2.4 Donor type (tick): Individual [ ] Family [ ] Company [ ] Foundation [ ] Monastic group [ ] Other [ ]
2.5 Donation amount / value: __________________ Currency: _________
2.6 Donation type (tick): Cash [ ] Bank transfer [ ] In-kind [ ] Property [ ] Service support [ ] Other [ ]
2.7 Source of funds statement provided? Yes [ ] No [ ]
2.8 Basic identity verification completed? Yes [ ] No [ ]
(Attach copies if allowed under confidentiality.)
3) Donation Purpose (What the donor wants to support)
3.1 Declared purpose (write clearly):
3.2 Is the purpose aligned with HSWAGATA objectives? Yes [ ] No [ ] Partial [ ]
If “No/Partial,” explain: _________________________________________
4) Conditions Requested by Donor (List one-by-one)
Write each condition as a separate item. No hidden conditions.
Condition 1: _______________________________________________
Type (tick): Naming [ ] Access [ ] Control [ ] Timing [ ] Media/publicity [ ] Staff influence [ ] Other [ ]
Risk level (tick): Low [ ] Medium [ ] High [ ]
Condition 2: _______________________________________________
Type: _____________ Risk: Low [ ] Medium [ ] High [ ]
Condition 3: _______________________________________________
Type: _____________ Risk: Low [ ] Medium [ ] High [ ]
(Add pages if needed)
5) Non-Negotiable “Not Allowed” Conditions (D/F Protection Rule)
Tick if the donor requests any of these. If any are ticked → STOP and move to Section 9 (Decision).
Ownership claim over relics or museum property [ ]
Control of relic custody, storage, or chain-of-custody [ ]
Forced special access to sacred-restricted relics [ ]
Conditions that create secrecy against the institution [ ]
Conditions that pressure staff/monks/board decisions [ ]
Conditions that demand false claims (science, history, politics) [ ]
Conditions that can create conflict, division, or rumors [ ]
Notes: _________________________________________________________
6) Condition Review Checklist (Mandatory)
A. Clarity and Writing
All conditions are written in simple, clear words
No verbal-only promises
Donation amount, timeline, and purpose are clear
Exit/termination terms are included
B. Ethics and Non-Greed (Money Ethics)
No personal benefit for staff/board members
No private handling of donation funds
Donation goes to official account / official receipt system
Donor understands: donation is for Dhamma/heritage, not control
C. Peace and Conflict Risk (Cluster F)
Condition does not create community jealousy or split
Condition does not create “HGT ownership conflict” risk
Security risk considered if donor asks for access/events
Rumor risk considered (public talk, titles, media claims)
D. Relic Safety and Governance
No condition affects relic safeguarding rules
No condition forces a display method that harms conservation
Any relic-related request sent to Security + Conservation review
Checklist conclusion (tick):
Approve for MoU drafting [ ] Approve with changes [ ] Reject [ ] Pause for investigation [ ]
Reviewer name / role: ______________________ Signature: _____________ Date: //_____
7) MoU Draft Pack (Use the correct option)
7A) MoU Draft A — Standard Conditional Donation (Low/Medium risk)
1. Parties
HSWAGATA Museum
Donor / Organization
2. Donation details
Amount / type / date / payment method
Official receipt and ledger entry required
3. Agreed purpose
Clear project or general support description
4. Accepted conditions (list)
Only the conditions approved in Section 6
Any later change must be in writing and approved
5. HSWAGATA authority and relic protection
Board keeps final authority
Donor has no ownership or control of relics
6. Transparency
Donation is recorded and audited
Public disclosure rules (what can be shared)
7. Conflict handling
If conflict arises: pause, review, mediation option
8. Termination
If ethics/peace/truth are threatened, MoU may end
Return/refund rule (if any) must be stated clearly
9. Signatures and date
7B) MoU Draft B — High-Risk Conditional Donation (must include safeguards)
Use when risk is High or relic/security/public claims are involved.
Add these clauses:
Cooling-off period: minimum ___ days before signing
Independent review: Board + Sangha advisory + Compliance review
No media clause: no public announcement until approval
No title-giving clause: titles/roles not exchanged for money
Evidence clause: donor must not claim “verification” without museum approval
Security plan: event access requires written security clearance
7C) MoU Draft C — Rejection Letter Option (Respectful, peaceful)
Short points to include:
Thank the donor sincerely
Explain: museum must protect relic ethics and peace
State that conditions are not compatible
Offer: accept an unconditional donation (optional)
Close with respectful goodwill
8) Transparency and Accounting Actions (After Approval)
Receipt issued (Receipt No.): __________________________
Entered into ledger (Ledger ref): _______________________
Bank deposit slip attached: Yes [ ] No [ ]
Two-person verification done: Yes [ ] No [ ]
Announcement planned: Yes [ ] No [ ] If yes, who approves? __________
9) Final Decision Record (Board Level)
Decision (tick):
Approved [ ] Approved with changes [ ] Rejected [ ] Paused [ ]
Reasons (simple, factual):
Board meeting date: ____ / ____ / ______
Vote result (if used): For ____ Against ____ Abstain ____
Sign-off (names / roles):
____________________________ Signature: ____________
____________________________ Signature: ____________
____________________________ Signature: ____________
10) Attachments Checklist
Donor letter / email [ ]
Draft MoU [ ]
Condition review checklist (Section 6) [ ]
Due diligence notes [ ]
Risk/security notes (if any) [ ]
Receipt copy [ ]
Ledger entry proof [ ]
Internal reference base: MoU template system and donation governance are aligned with HSWAGATA’s case-based template set and policy manual.
