THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T152
Template Title: Board & Committee Membership Register
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T151 (Organisational Chart Update), Governance & Committee TORs, Conflict-of-Interest Policy, Code of Conduct, MoU / Partnership Authority List
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 [ ]
1) Purpose (why we use this register)
This register tracks who sits on the Board and each committee. It supports clear governance, fair decisions, and safe management of the museum.
2) Register rules (how to use)
Update this register within 7 days after any appointment, resignation, or term change.
Keep one master copy (digital + printed).
Do not share outside the museum unless approved.
3) Board & Committee Membership Register (main record)
Use one line per person per role (a person may have more than one line if they sit on more than one committee).
A. Person details
Full name: ______________________________________________
Preferred name / title: ___________________________________
Contact (phone/email): ____________________________________
Nationality / ID (optional, if required by law): _____________
B. Placement (who sits where)
Body (tick one): Board [ ] Committee [ ] Advisory group [ ]
Name of Board/Committee: _________________________________
Role in the body (tick): Chair [ ] Vice Chair [ ] Secretary [ ] Treasurer [ ] Member [ ] Observer [ ] Other: ________
Voting rights? Yes [ ] No [ ]
Appointing authority: Board [ ] Director [ ] Sangha Council [ ] Partner MoU [ ] Other: ________
C. Term dates
Start date: ____ / ____ / ______
End date (planned): ____ / ____ / ______
Term length (months/years): __________
Renewal allowed? Yes [ ] No [ ]
If renewed, renewal date(s): _______________________________
D. Main skills (for good balance in governance)
Tick all that apply, and add a short note.
Buddhist studies / doctrine [ ] Note: _______________________
Cultural heritage / museum work [ ] Note: ___________________
Conservation / maintenance [ ] Note: ________________________
Science / testing / lab methods [ ] Note: ____________________
Security / risk management [ ] Note: ________________________
Law / compliance [ ] Note: _________________________________
Finance / accounting [ ] Note: ______________________________
Community relations / donations [ ] Note: ____________________
Education / public programs [ ] Note: _______________________
IT / data / records [ ] Note: _______________________________
Other: _____________________ Note: _________________________
E. Conflict-of-interest note (required)
Any conflict of interest to declare? Yes [ ] No [ ]
If Yes, describe simply (money, family ties, partner role, business link, other):
Risk level (tick): Low [ ] Medium [ ] High [ ]
Action to manage it (tick one or more):
Declare and record only [ ]
No vote on related matters [ ]
Leave the room during related discussion [ ]
Step down from role [ ]
Other: __________________________
Approved by (name/role): ___________________ Date: //____
F. Attendance / status (optional but helpful)
Status: Active [ ] On leave [ ] Resigned [ ] Term ended [ ]
Date status changed (if any): ____ / ____ / ______
Notes: _____________________________________________________
4) Change log (audit trail)
Record every change made to this register.
Change #1
Date: ____ / ____ / ______
Person name: ______________________________
What changed (role/term/committee/COI): ______________________
Updated by (name/role): ____________________ Signature: ______
(Add more as needed.)
5) Verification (annual review)
Annual review completed? Yes [ ] No [ ]
Review date: ____ / ____ / ______
Reviewed by (name/role): ____________________ Signature: ______
Key notes / gaps (skills needed, term expiries, COI follow-up):
6) Signatures and filing
Prepared by: _______________________________ Signature: __________ Date: //____
Checked by (Secretary / Governance officer): __ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Register version / code: ____________________ Effective date: //____
