THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T168
Template Title: Multi-Partner Steering Committee Minutes (Joint Project)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35 (add E/F if science or conflict risk is involved)
Linked Templates / Policies: T24 (MoU Pack), T156 (MoU Concept Note), T157 (Partnership Evaluation), T165 (Internal Memo), T158 (Stakeholder Map), Project Risk Register (T163)
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
Joint project name: __________________________________________
Steering Committee meeting number / code: ______________________
Date: ____ / ____ / ______
Time: __________ to __________
Place / platform: ____________________________________________
Chairperson (name + organisation): ____________________________
Minute taker (name + organisation): ___________________________
Languages used (if relevant): _________________________________
2) Participants (who joined)
A) Present (name / role / organisation)
B) Apologies (name / organisation)
C) Observers / guests (name / reason)
Quorum / minimum attendance met (if defined)? Yes [ ] No [ ]
If No, note what was agreed (information-only / reschedule):
3) Opening notes (short)
Welcome and opening remarks: ______________________________________
Confirmation of agenda: Approved [ ] Not approved [ ] Changes: _________
Review of last minutes (date): //____ Approved: Yes [ ] No [ ]
4) Agenda items and minutes (items, decisions, tasks)
Use one block per agenda item.
Item ___ : ______________________________________
Key discussion points (short):
Decision (tick): Approved [ ] Not approved [ ] Deferred [ ] Information only [ ]
Decision details (clear and short):
Shared tasks (actions) from this item:
Task: _________________________________________________
Responsible person: ____________________ Organisation: ____________
Support person/team (if any): _________________________________
Deadline: ____ / ____ / ______
Deliverable / evidence: _____________________________________
Status: Open [ ] In progress [ ] Done [ ]
(Add more tasks as needed.)
5) Decisions log (quick list)
Decision #1: _________________________________________________
Related item number: ____
Decision: Approved [ ] Not approved [ ] Deferred [ ]
Notes: ______________________________________________________
Decision #2: _________________________________________________
Related item number: ____
Decision: Approved [ ] Not approved [ ] Deferred [ ]
Notes: ______________________________________________________
(Add more as needed.)
6) Shared task register (all tasks in one place)
Use one line per task.
Task 1
Task summary: ______________________________________________
Owner (name/role): __________________ Organisation: __________
Deadline: ____ / ____ / ______
Deliverable: _______________________________________________
Status: Open [ ] In progress [ ] Done [ ]
Task 2
Task summary: ______________________________________________
Owner: __________________________ Organisation: _____________
Deadline: ____ / ____ / ______
Deliverable: _______________________________________________
Status: Open [ ] In progress [ ] Done [ ]
(Add more as needed.)
7) Risk and issue notes (for joint projects)
Keep notes simple. Avoid sensitive details if Sacred-Restricted.
Issue/Risk 1: _________________________________________________
Type (tick): Security [ ] Legal [ ] Conservation [ ] Science/Testing [ ] Community conflict [ ] Finance [ ] Schedule [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
Action agreed: ______________________________________________
Owner: __________________________ Deadline: //____
Issue/Risk 2: _________________________________________________
Type: Security [ ] Legal [ ] Conservation [ ] Science/Testing [ ] Community conflict [ ] Finance [ ] Schedule [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
Action agreed: ______________________________________________
Owner: __________________________ Deadline: //____
8) Communications (what will be shared)
What will be shared with partners (tick): Minutes [ ] Action list [ ] Public summary [ ] None [ ]
Public communication needed? Yes [ ] No [ ]
If Yes, who drafts and who approves: _________________________________
Confidentiality reminder: Some topics may be restricted. Share only approved content.
9) Next meeting
Proposed date: ____ / ____ / ______
Proposed time: __________
Place / platform: ____________________________________________
Main topics planned (optional): _______________________________
Host organisation (if rotating): ______________________________
10) Closing
Meeting closed at: __________
Chairperson name/signature: __________________ Date: //____
Minute taker name/signature: _________________ Date: //____
11) Attachments checklist
Agenda papers [ ]
Partner reports [ ]
Project timeline / Gantt [ ]
Budget summary [ ]
Risk register extract (T163) [ ]
Draft MoU / addendum (T24/T156) [ ]
Other: __________________________ [ ]
12) Filing
File location (cabinet/folder + digital path): __________________________
Minutes version / code: ____________________ Effective date: //____
