THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T153
Template Title: Board Meeting Agenda & Minutes Template
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T152 (Board & Committee Membership Register), Governance Rules, Conflict-of-Interest Policy, Document Control Policy, Relic Stewardship Policies
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) Meeting details
Meeting type: Board meeting [ ] Emergency board meeting [ ] Special session [ ]
Meeting number / code: __________________________
Date: ____ / ____ / ______
Time: __________ to __________
Place / platform: _______________________________
Chairperson: ___________________________________
Minute taker (name/role): ________________________
2) Attendance and quorum
Present (name / role):
Apologies (name / role):
Observers / guests (name / reason):
Quorum met? Yes [ ] No [ ]
If No, note what happened: __________________________________________
3) Conflict of interest (COI) declarations
Any COI declared today? Yes [ ] No [ ]
If Yes, record here (who + topic + action taken):
COI management action (tick): No vote [ ] Leave room [ ] Record only [ ] Other: ________
4) Agenda (for approval at the start of the meeting)
A. Agenda approval
Agenda approved? Yes [ ] No [ ]
Changes to agenda (if any): _______________________________________
B. Agenda items list (add/remove rows as needed)
Item 1: __________________________ Owner: __________ Time: _______
Item 2: __________________________ Owner: __________ Time: _______
Item 3: __________________________ Owner: __________ Time: _______
Item 4: __________________________ Owner: __________ Time: _______
5) Review of previous minutes and action follow-up
Previous meeting date: ____ / ____ / ______
Previous minutes approved? Yes [ ] No [ ]
If No, corrections: _______________________________________________
Action follow-up summary (from last meeting):
Action still open? Yes [ ] No [ ]
Notes: ____________________________________________________________
6) Minutes by agenda item (discussion + decision)
Use one block per item.
Item ___ : ______________________________________
Key points discussed (short):
Decision (tick one): Approved [ ] Not approved [ ] Deferred [ ] Information only [ ]
Decision details (clear and short):
Vote (if needed): For ____ Against ____ Abstain ____
Actions agreed (if any):
Action description: _________________________________________
Responsible person: ____________________ Deadline: //____
Status at meeting end: Open [ ] Done [ ]
(Repeat blocks for all agenda items.)
7) Decisions log (quick list)
Record final decisions here so they are easy to find.
Decision #1: _________________________________________________
Related item number: ____
Decision: Approved [ ] Not approved [ ] Deferred [ ]
Notes: ______________________________________________________
Decision #2: _________________________________________________
Related item number: ____
Decision: Approved [ ] Not approved [ ] Deferred [ ]
Notes: ______________________________________________________
8) Action register (what must be done after the meeting)
Use one line per action.
Action 1
Task: _________________________________________________
Responsible person: ___________________________________
Support person (if any): _______________________________
Deadline: ____ / ____ / ______
Evidence needed (file, photo, report, receipt): __________
Priority: High [ ] Medium [ ] Low [ ]
Action 2
Task: _________________________________________________
Responsible person: ___________________________________
Deadline: ____ / ____ / ______
Priority: High [ ] Medium [ ] Low [ ]
(Add more as needed.)
9) Any urgent risk or safeguarding notes (if relevant)
(Examples: security, relic access, misinformation risk, conflict risk. Keep details limited if Sacred-Restricted.)
Confidential handling needed? Yes [ ] No [ ]
10) Next meeting
Proposed date: ____ / ____ / ______
Proposed time: __________
Proposed place / platform: _______________________________
Main planned topics (optional): ____________________________
11) Closing
Meeting closed at: __________
Chairperson name/signature: __________________ Date: //____
Minute taker name/signature: _________________ Date: //____
Minutes approved on (date): ____ / ____ / ______
Approved by Board (sign): _________________________________
12) Attachments (tick what is attached)
Agenda papers [ ]
Reports (finance / security / conservation / education) [ ]
Proposal documents [ ]
Voting record (if separate) [ ]
Updated policies / MoU drafts [ ]
Filing location (cabinet/folder + digital path): __________________________
Minutes version / code: ____________________ Confidentiality: __________
