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Office Of Siridantamahapalaka

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Office Of Siridantamahapalaka: Template No.: T199 Template Title: Annual Community Relationship Review Sheet

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Template No.: T199 Template Title: Annual Community Relationship Review Sheet

on

 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: ____