THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T112
Template Title: DOCTRINAL ADVISORY COMMITTEE MINUTES
Related Research Case IDs / Cluster: ___________________________
Linked Templates / Policies: _________________________________
Date of form: ____ / ____ / ______
Prepared by / Role: _________________________________________
Office / Unit: ______________________________________________
Country / Location: _________________________________________
Confidentiality Level (tick one):
[ ] Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive
Use of this form (tick):
[ ] New case / action [ ] Follow-up [ ] Annual review [ ] Archive only
SECTION 1 – MEETING DETAILS
1.1 Name of Committee
[ ] Doctrinal Advisory Committee (main)
[ ] Special doctrinal sub-group
[ ] Joint doctrinal meeting with other body
[ ] Other (name): __________________________________________
1.2 Meeting Number / Reference
Meeting no.: __________ Year: __________
1.3 Date and Time
Date: ____ / ____ / ______
Start time: __________ End time: __________
1.4 Place / Platform
[ ] HSWAGATA meeting room _________________________________
[ ] Temple / monastery room _______________________________
[ ] Online (Zoom / other – link or ID): ___________________
[ ] Other: _________________________________________________
SECTION 2 – ATTENDANCE & QUORUM
2.1 Members Present
| No. | Name | Role / Position | Signature (optional) |
|---|---|---|---|
| 1 | ____________________________ | _________________________________ | ____________________ |
| 2 | ____________________________ | _________________________________ | ____________________ |
| 3 | ____________________________ | _________________________________ | ____________________ |
| 4 | ____________________________ | _________________________________ | ____________________ |
| 5 | ____________________________ | _________________________________ | ____________________ |
| 6 | ____________________________ | _________________________________ | ____________________ |
2.2 Members Absent / Apologies
2.3 Guests / Observers (if any)
2.4 Quorum
Required number for quorum: ______ members
Present: ______ members
[ ] Quorum reached
[ ] Quorum not reached (meeting only for discussion, no final decisions)
SECTION 3 – AGENDA ITEMS
3.1 List of Agenda Items
(Short titles. Details go in Section 4.)
3.2 Extra Items Added During Meeting
[ ] None
If added, write here:
SECTION 4 – DISCUSSION & DOCTRINAL POINTS
(Use one block per agenda item. Add extra pages if needed.)
Agenda Item 1:
Title: _________________________________________________
4.1 Discussion Summary
(Use clear, short points. Focus on doctrinal issues, not gossip.)
4.2 Main Doctrinal Questions
(What was the doctrinal problem or question?)
4.3 Texts / Sources Mentioned
(Example: Sutta name, Vinaya rule, Abhidhamma section, commentary.)
4.4 Key Viewpoints Expressed
-
View 1: _________________________________________________
-
View 2: _________________________________________________
-
Other views (if any): ___________________________________
4.5 Discussion Outcome
[ ] Clear agreement reached
[ ] Partial agreement – some questions remain
[ ] No agreement – further study needed
Short note:
Agenda Item 2:
Title: _________________________________________________
4.6 Discussion Summary
4.7 Main Doctrinal Questions
4.8 Texts / Sources Mentioned
4.9 Key Viewpoints Expressed
4.10 Discussion Outcome
[ ] Clear agreement
[ ] Partial
[ ] No agreement – more work needed
Short note:
(Repeat this pattern for Agenda Item 3, 4, etc. on extra sheets.)
SECTION 5 – DECISIONS TAKEN
Record only clear decisions agreed by the committee.
| No. | Decision Title / Topic | Linked Agenda Item No. | Short Description of Decision | Effective From (date) | Policy / Case Affected (code or name) |
|---|---|---|---|---|---|
| 1 | __________________________________ | _______ | _____________________________ | //______ | ______________________________________ |
| 2 | __________________________________ | _______ | _____________________________ | //______ | ______________________________________ |
| 3 | __________________________________ | _______ | _____________________________ | //______ | ______________________________________ |
5.1 Type of Decision (tick where relevant)
[ ] Doctrinal guidance for one case
[ ] Doctrinal advice on new policy
[ ] Advice about relic care or ritual
[ ] Advice about public communication / media
[ ] Request for more study before decision
[ ] Other: _________________________________________________
SECTION 6 – ACTION LIST
Who does what, by when?
| No. | Action Description | Linked Decision / Agenda Item | Responsible Person / Unit | Deadline (date) | Status (open / in progress / done) |
|---|---|---|---|---|---|
| 1 | ____________________________________ | _____________________________ | _________________________ | //______ | _________________________________ |
| 2 | ____________________________________ | _____________________________ | _________________________ | //______ | _________________________________ |
| 3 | ____________________________________ | _____________________________ | _________________________ | //______ | _________________________________ |
| 4 | ____________________________________ | _____________________________ | _________________________ | //______ | _________________________________ |
6.1 Special Follow-Up Notes
(Example: need for extra research, need to ask outside scholar, need Board approval.)
SECTION 7 – OPEN QUESTIONS & ITEMS FOR FUTURE STUDY
7.1 Doctrinal Questions Not Yet Solved
7.2 Plan for These Open Questions
[ ] Assign small working group
[ ] Ask senior monastic(s) for advice
[ ] Study related Sutta / Vinaya / Abhidhamma texts
[ ] Consult external scholar(s)
[ ] Wait for Board guidance
[ ] Other: _________________________________________________
Short note:
SECTION 8 – NEXT MEETING
8.1 Agreed Date & Time
Date: ____ / ____ / ______
Time: __________________________
8.2 Proposed Main Agenda for Next Meeting
8.3 Documents to Prepare Before Next Meeting
[ ] Draft doctrinal note on: ______________________________
[ ] Policy draft to review: _______________________________
[ ] Research or text summary on: __________________________
[ ] Other: _________________________________________________
SECTION 9 – CONFIRMATION OF MINUTES
9.1 Minute Taker
Name: _______________________________________________________
Role / Position: ___________________________________________
Signature: ___________________________ Date: ____ / ____ / ______
9.2 Committee Chair or Meeting Leader
Name: _______________________________________________________
Role / Position: ___________________________________________
I confirm that these minutes are a true and fair record of the meeting.
Signature: ___________________________ Date: ____ / ____ / ______
9.3 Comments or Corrections from Members (if any)
[ ] No corrections received
If there are corrections, list short note and date:
SECTION 10 – ARCHIVE & SHARING
10.1 Archive Code / Digital Folder Path
10.2 Who Receives These Minutes? (tick)
[ ] Doctrinal Advisory Committee members
[ ] HSWAGATA Board / leadership
[ ] Relevant department heads
[ ] Archive only – not shared generally
[ ] Other: _________________________________________________
10.3 Confidentiality Notes
[ ] Some parts of minutes are sensitive and not for wide sharing
Short note (e.g. name of case, page no.):
END OF FORM – T112 DOCTRINAL ADVISORY COMMITTEE MINUTES
