THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T199
Template Title: Annual Community Relationship Review Sheet
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45 (add F if tensions/conflict; add H for planning model)
Linked Templates / Policies: T158 (Stakeholder Mapping), T188 (Leader/Elder Consultation Record), T183 (Feedback & Complaint), T180 (Community Event Proposal), T181 (Village Stupa Tracking), T195 (Interfaith Visit Reflection), T169 (Learning Workshop Note), T163 (Risk Register Entry), T173 (Records Classification)
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 sheet)
This sheet reviews community relationships each year.
It records key partners, positive points, tensions, and next steps.
2) Review details (basic info)
Review year: ____________
Review period (from/to): ____ / ____ / ______ to ____ / ____ / ______
Area/community covered (villages/temples/sites): _____________________
Review meeting date (if held): ____ / ____ / ______
People involved (names/roles): ____________________________________
3) Key partners list (who we worked with)
List the main partners this year. (Use roles and group names. Avoid personal data if not needed.)
Partner 1: _________________________________________________
Type (tick): Temple [ ] Village group [ ] School [ ] Elder council [ ] Youth group [ ] Women’s group [ ] Local state office [ ] NGO [ ] Other: ____
Main contact (role/name optional): ________________________________
Main activity together (short): ____________________________________
Relationship status (tick): Strong [ ] OK [ ] Weak [ ] New [ ]
Partner 2: _________________________________________________
Type: Temple [ ] Village group [ ] School [ ] Elder council [ ] Youth group [ ] Women’s group [ ] Local state office [ ] NGO [ ] Other: ____
Main activity: ________________________________________________
Status: Strong [ ] OK [ ] Weak [ ] New [ ]
Partner 3: _________________________________________________
Type: Temple [ ] Village group [ ] School [ ] Elder council [ ] Youth group [ ] Women’s group [ ] Local state office [ ] NGO [ ] Other: ____
Main activity: ________________________________________________
Status: Strong [ ] OK [ ] Weak [ ] New [ ]
(Add more as needed.)
4) Positive points (what went well)
Write 5–10 short points.
Examples of positive points (tick if relevant):
Trust increased [ ] Better communication [ ] Good event teamwork [ ] Fair donation handling [ ] Youth participation [ ] Better visitor behaviour [ ] Stupa project progress [ ] Interfaith respect [ ] Other: ____
5) Tensions and concerns (what was difficult)
Write facts in calm words. Do not blame.
Tension/Concern 1: ______________________________________________
Type (tick): Misunderstanding [ ] Rumour/misinformation [ ] Donation fairness [ ] Access/rules [ ] Land/permission [ ] Leadership change [ ] Inter-group conflict [ ] Visitor behaviour [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
What happened (short): __________________________________________
Who was affected (groups): ______________________________________
Current status: Open [ ] Partly solved [ ] Solved [ ]
Tension/Concern 2: ______________________________________________
Type: Misunderstanding [ ] Rumour/misinformation [ ] Donation fairness [ ] Access/rules [ ] Land/permission [ ] Leadership change [ ] Inter-group conflict [ ] Visitor behaviour [ ] Other: ____
Level: Low [ ] Medium [ ] High [ ]
What happened (short): __________________________________________
Current status: Open [ ] Partly solved [ ] Solved [ ]
Sensitive note: If it includes security/relic access details, mark Restricted/Sacred-Restricted and keep details minimal.
6) Evidence and listening record (what we heard)
Tick and link references (IDs/file paths).
Leader/Elder consultations held (T188): Yes [ ] No [ ] Ref IDs: ______
Community surveys used (T189): Yes [ ] No [ ] Ref IDs: ______
Feedback/complaints received (T183): Yes [ ] No [ ] Ref IDs: ______
Interfaith visits held (T195): Yes [ ] No [ ] Ref IDs: ______
Events held (T180/T192): Yes [ ] No [ ] Ref IDs: ______
Village stupa projects supported (T181): Yes [ ] No [ ] Ref IDs: ______
Key message from community (top 3):
7) Relationship health check (quick rating)
Rate each item: Good / OK / Needs work.
Respect and trust: Good [ ] OK [ ] Needs work [ ]
Communication speed and clarity: Good [ ] OK [ ] Needs work [ ]
Fairness and transparency (donations, decisions): Good [ ] OK [ ] Needs work [ ]
Inclusion (elders, women, youth, disabled): Good [ ] OK [ ] Needs work [ ]
Handling of disagreements: Good [ ] OK [ ] Needs work [ ]
Visitor behaviour and local impact: Good [ ] OK [ ] Needs work [ ]
Overall relationship health (tick): Strong [ ] Mixed [ ] Risky [ ]
8) Next steps (next year plan)
Write clear actions with owners and dates.
Action 1: _________________________________________________
Aim: _________________________________________________
Owner: __________________________
Deadline: ____ / ____ / ______
Link to template (if needed): T180 [ ] T181 [ ] T188 [ ] T189 [ ] T195 [ ] Other: ____
Action 2: _________________________________________________
Owner: __________________________ Deadline: //____
Action 3: _________________________________________________
Owner: __________________________ Deadline: //____
Planned relationship-building activities (tick):
Regular leader meetings [ ] Youth activities [ ] Joint cleaning day [ ] Education talks [ ] Interfaith dialogue [ ] Conflict mediation meeting [ ] Other: ____
9) Risks and escalation (if tensions are serious)
Any high-risk tension found? Yes [ ] No [ ]
If Yes:
Risk register entry created (T163)? Yes [ ] No [ ] Risk ID: ______
Escalated to Director/Board? Yes [ ] No [ ] Date: //____
Conflict-resolution process started? Yes [ ] No [ ] Notes: ____________
10) Learning (what we will change)
List 3–7 lessons and reforms.
Lesson 1: _________________________________________________________
Lesson 2: _________________________________________________________
Lesson 3: _________________________________________________________
Reform needed (tick): Policy [ ] SOP [ ] Training [ ] Communication change [ ] Staffing [ ] Other: ____
If learning workshop held (T169), link Ref ID: __________________________
11) Sign-off and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Community Engagement): _ Signature: __________ Date: //____
Approved by (Director/Authority, if needed): _____ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____
