THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T243
Template Title: Board Emergency Decision Minute Sheet (Short, Signed)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T231 (Actions & Decisions Tracker), T232 (Risk Sheet), T236 (Security Incident), T237 (Emergency Relic Protection), T233 (Comm Verification), T246 (Confidentiality Decision)
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 [ ]
A) Decision session details
Case ID: ___________________________ Decision ID: B-ED-__________
Meeting type: Emergency Board [ ] Board Sub-Committee [ ] Director + Board delegate [ ]
Date: //______ Start time: ______ End time: ______
Mode: In-person [ ] Online [ ] Hybrid [ ] Location / platform: ____________________
Chair (role): ___________________________
Minute taker (role): _____________________
B) Reason for emergency decision (trigger)
Tick all that apply:
Immediate threat to people [ ]
Immediate threat to relic safety [ ]
Unauthorised access / attempted theft [ ]
Large crowd / unrest risk [ ]
Legal deadline / official request (verified) [ ]
Serious misinformation causing harm [ ]
Key staff unavailable / urgent continuity issue [ ]
Other: _______________________________
Short description (facts only, 3–6 lines):
C) Attendance and quorum
Board members present (roles/names):
____________________ 2) ____________________ 3) ____________________
____________________ 5) ____________________ 6) ____________________
Quorum met? Yes [ ] No [ ] (If No, note who gave temporary authority): ______________
Other attendees (roles only): Security Lead [ ] Custodian Lead [ ] Legal adviser [ ] Other: ______
D) Evidence and references considered
Linked timeline no. (T227): ________
Evidence ID(s) (T229): _______________________________________________
Risk level (from T232): Low [ ] Med [ ] High [ ] Critical [ ]
Verified communications used (T233)? Yes [ ] No [ ] Not needed [ ]
Attachments list (tick):
T232 [ ] T236 [ ] T237 [ ] T233 [ ] Police report [ ] Legal note [ ] Other: ______
E) Decision statement (write the decision clearly)
Decision title (short): ___________________________________________
Decision made (simple, 5–10 lines):
Decision scope (tick):
People safety [ ] Relic protection [ ] Access control [ ] Relic movement [ ]
Public communication [ ] Legal action [ ] Budget approval [ ] Other: ______
Effective date/time: //______ Time: ______
End date/time (if temporary): //______ Time: ______
F) Voting / approval record
Decision method:
Consensus [ ] Vote [ ] Chair authority (allowed) [ ] Emergency delegation [ ]
If vote:
Yes: ____ No: ____ Abstain: ____
Result: Approved [ ] Not approved [ ] Deferred [ ]
G) Action orders (who does what)
(One action = one owner. Add to T231 also.)
| Action | Owner (role) | Due date/time | Linked template | Notes |
|---|---|---|---|---|
| __________________________ | __________ | //____ ____ | T231 [ ] T236 [ ] T237 [ ] T234 [ ] Other: ___ | ______ |
| __________________________ | __________ | //____ ____ | T231 [ ] T236 [ ] T237 [ ] T234 [ ] Other: ___ | ______ |
| __________________________ | __________ | //____ ____ | T231 [ ] T236 [ ] T237 [ ] T234 [ ] Other: ___ | ______ |
H) Communication control (must be clear)
Spokesperson (role): __________________________
Public statement allowed now? Yes [ ] No [ ] Board only [ ]
Key message (short, calm, factual) (1–3 lines):
Confidential items that must NOT be shared (tick):
Relic location [ ] Route/time [ ] Key holders [ ] Security weaknesses [ ] Personal data [ ] Other: ______
I) Confidentiality and filing
File access level for these minutes:
Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Stored at (cabinet/folder label): ______________________________________
Next review date/time (if decision is temporary): //______ Time: ______
J) Signatures
Chair (Name): __________________________ Role: __________________
Signature: _____________________________ Date: //______
Board member 1: ________________________ Signature: ______________ Date: //______
Board member 2: ________________________ Signature: ______________ Date: //______
Board member 3: ________________________ Signature: ______________ Date: //______
Minute taker (Name): ____________________ Role: __________________
Signature: _____________________________ Date: //______
