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Office Of Siridantamahapalaka: T068 Template Title: TK-068 Community Fundraising Conflict (D/F) — Committee Notes — Fair Committee Rules

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T068 Template Title: TK-068 Community Fundraising Conflict (D/F) — Committee Notes — Fair Committee Rules

on

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

FOR INTERNAL USE ONLY

Template No.: T068

Template Title: TK-068 Community Fundraising Conflict (D/F) — Committee Notes — Fair Committee Rules

Related Research Case IDs / Cluster:
Cluster D (Everyday Faith & Lay Donations) / Cluster F (HGT Conflicts)

Linked Templates / Policies:
TK-061 Small Donations / TK-062 Conditional Donors / TK-064 Pledge Tracking / TK-067 Non-Ownership Clause / T42 Rumour & Complaint Management

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-068 Body)

1) Case Identification

1.1 Case title: _______________________________________________
1.2 Fundraising activity name: _________________________________
1.3 Location / community: ____________________________________
1.4 Date conflict reported: ____ / ____ / ______
1.5 Current status (tick):
Open [ ] Under committee review [ ] Mediation ongoing [ ] Resolved [ ] Closed [ ]

2) Fundraising Committee Details

2.1 Committee name: _________________________________________
2.2 Date committee formed: ____ / ____ / ______
2.3 Number of members: ______
2.4 Committee type (tick):
Village [ ] Temple-based [ ] Event-based [ ] Online [ ] Mixed [ ]

2.5 Chair / coordinator name: _________________________________
2.6 Treasurer name: _________________________________________
2.7 Secretary / record keeper: ________________________________

3) Description of the Conflict (Facts Only)

3.1 What happened (short, neutral description):

3.2 Main issue type (tick all that apply):
Dispute over money use [ ]
Dispute over leadership / control [ ]
Accusation of unfairness [ ]
Rumours or public talk [ ]
Unequal decision power [ ]
Donation ownership claims [ ]
Other: ___________________________

3.3 Parties involved (groups or roles, not insults):

4) Funds Involved (If Applicable)

4.1 Total funds collected (estimate if needed): __________________
Currency: __________
4.2 Funds already spent? Yes [ ] No [ ]
4.3 Funds currently held by (name/role): _______________________
4.4 Receipts / records available? Yes [ ] No [ ] Partly [ ]

5) Community Impact Check (D/F)

Tick YES or NO:

  • Conflict affecting community harmony? Yes [ ] No [ ]

  • Public arguments or social media posts? Yes [ ] No [ ]

  • Loss of trust in committee or institution? Yes [ ] No [ ]

  • Risk of escalation to legal or security issue? Yes [ ] No [ ]

If YES to any → Board or senior review required.

6) Committee Notes (Meeting Record)

6.1 Meeting Details

  • Date: ____ / ____ / ______

  • Place / method: In-person [ ] Online [ ] Phone [ ]

  • Members present (names/roles):

6.2 Key Points Raised (Bullet points, factual)

6.3 Agreements Reached (If Any)

6.4 Unresolved Issues

7) FAIR COMMITTEE RULES (MANDATORY)

7.1 Core Principles

  • Fairness and transparency

  • Shared decision-making

  • No personal control over community money

  • Respect for faith and harmony

  • Written records for all actions

7.2 Committee Structure Rules

  • At least 3 members

  • Clear roles:

    • Chair (coordination only)

    • Treasurer (money handling)

    • Secretary (records)

  • No single-person control of funds

7.3 Money Handling Rules

  • All collections recorded

  • Two-person rule for counting and holding money

  • Use official receipts if possible

  • Bank deposit preferred over cash holding

  • Regular reporting to community

7.4 Decision-Making Rules

  • Major decisions require:

    • Committee discussion

    • Simple majority agreement

  • No decisions made in private by one person

  • Minutes must be written and kept

7.5 Conflict Handling Rules

  • Pause fundraising if conflict escalates

  • Use calm discussion and mediation

  • No public blaming or shaming

  • Refer serious disputes to HSWAGATA or neutral elders

7.6 Prohibited Practices

  • Using fundraising to gain power or titles

  • Claiming ownership because of donations

  • Hiding records or refusing to share information

  • Mixing committee funds with personal money

8) Resolution Options

Choose one or more:

  • Committee restructuring [ ]

  • Recount / re-audit funds [ ]

  • Clear written plan for fund use [ ]

  • External mediator or elder involved [ ]

  • Fundraising paused or ended [ ]

  • Funds transferred to official HSWAGATA account [ ]

Notes:

9) Final Outcome Record

9.1 Outcome summary (short, factual):

9.2 Community informed of outcome? Yes [ ] No [ ]
If yes, method: Meeting [ ] Notice [ ] Announcement [ ]

9.3 Date case closed (if closed): ____ / ____ / ______

10) Sign-Off

Prepared by: ________________________ Signature: ____________
Reviewed by: ________________________ Signature: ____________
Approved by (if required): ___________ Signature: ____________

Date: ____ / ____ / ______

Internal Reference Note:
This template is designed to prevent and resolve community fundraising conflicts by applying fair committee governance, transparency, and peace-oriented practices derived from HSWAGATA’s 100-case study framework (Clusters D/F).