Board Resolution template
HGT
BOARD RESOLUTION
Formal Adoption of the HGT Policy Manual and Implementation Roadmap
Resolution No.: _________
Date: ____ / ____ / ______
Place: ______________________________________
1. Preamble
WHEREAS, HGT is established to protect and honour Buddhist relics and sacred heritage, and to promote faith, peace and education in accordance with Theravāda teachings and relevant laws;
WHEREAS, the Board of Trustees recognises its duty to ensure that HGT operates with integrity, transparency, accountability and in compliance with Myanmar law, international standards and Vinaya-based ethics;
WHEREAS, a comprehensive HGT Policy Manual has been prepared, integrating:
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Theravāda doctrinal and Vinaya principles on custodianship, conduct and community harmony;
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peace studies concepts and institutional peace indicators;
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good governance, financial stewardship, safeguarding, HR, environmental and data protection standards;
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laws and norms relating to cultural heritage, relics, children and vulnerable adults, labour, environment, anti-corruption and data;
WHEREAS, an accompanying Implementation Roadmap has been drafted to guide the practical roll-out of the Policy Manual through translation, training, phasing, monitoring and periodic review;
WHEREAS, the Board has reviewed the HGT Policy Manual (Version ___, dated ____ / ____ / ______) and the Implementation Roadmap, and has received advice from relevant committees and advisors as needed;
NOW, THEREFORE, BE IT RESOLVED that:
2. Adoption of the HGT Policy Manual
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The Board of Trustees formally adopts and approves the HGT Policy Manual (Version ___, dated ____ / ____ / ______), attached to this Resolution as Annex 1, as the official internal policy framework for HGT.
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The Policy Manual shall apply to:
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all HGT staff and employees,
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all volunteers,
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all monastics serving in an official HGT role,
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all committees, departments and sites under HGT’s authority,
subject to applicable law and founding documents.
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Where the Policy Manual and any earlier HGT internal rules or informal practices conflict, the Policy Manual shall prevail, and earlier conflicting rules are hereby superseded, except where law or HGT’s founding documents require otherwise.
3. Adoption of the Implementation Roadmap
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The Board of Trustees adopts the Implementation Roadmap, attached as Annex 2, as the guiding plan for putting the Policy Manual into practice over time.
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The Implementation Roadmap may be adjusted in detail (timelines, training formats, sequencing of modules) by management, provided that its core aims are maintained:
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progressive implementation of all key policy areas,
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mandatory induction and training,
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integration with risk management and institutional peace indicators,
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scheduled review of the Manual.
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4. Authority and Responsibilities
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The Board authorises the Executive Director (ED) to:
a. Take all necessary steps to operationalise the Policy Manual and Implementation Roadmap, including:
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communicating the new policies inside HGT,
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organising training and orientations,
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ensuring each department develops required SOPs and local procedures.
b. Arrange translations of the Policy Manual (and key summaries) into Burmese and/or other relevant languages, ensuring doctrinal terms are checked with the Saṅgha Advisory Council or other qualified advisors.
c. Prepare simplified Staff & Volunteer Quick Start Guides, handbooks and other communication materials, consistent with the Policy Manual, for practical use.
d. Issue implementation guidelines and technical corrections that do not change the substance of Board-approved policies (e.g. updating references, contact details, forms), reporting such changes periodically to the Board.
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The Board directs all departments, committees and site managers to:
a. align their existing rules, SOPs and practices with the Policy Manual;
b. discontinue or adjust any local practices that conflict with the Manual or applicable law;
c. use the standard forms and templates (complaints, safeguarding, consent, donor agreements, risk registers, etc.) or approved adapted versions.
5. Monitoring, Review and Amendment
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The Board notes that internal monitoring, evaluation, internal audit and institutional peace indicators (as set out in Chapters 9, 30–32 and the Implementation Roadmap) will be used to track the implementation and effectiveness of the Manual.
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The Board commits to a formal review of the Policy Manual within three (3) years of this Resolution (or earlier if required by law, major incidents or structural change), with participation from:
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relevant Board committees (Audit & Risk, Ethics & Peace),
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the Saṅgha Advisory Council,
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staff, volunteers and, where appropriate, community and partners.
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Substantive amendments to the Policy Manual shall require Board approval, following the Policy Review procedures described in the Manual. Minor technical updates may be approved under delegated authority and reported to the Board.
6. Effective Date
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This Resolution shall take effect on ____ / ____ / ______ (“Effective Date”).
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From the Effective Date, HGT management shall commence implementation according to the phases and priorities defined in the Implementation Roadmap.
7. Certification
Adopted by the Board of Trustees of HGT at a duly convened meeting held on the date indicated above.
For and on behalf of the Board of Trustees
Chairperson of the Board:
Name: ___________________________________
Signature: ________________________________
Date: ____ / ____ / ______
Secretary of the Board:
Name: ___________________________________
Signature: ________________________________
Date: ____ / ____ / ______
(Optional additional line)
Witness:
Name: ___________________________________
Signature: ________________________________
Date: ____ / ____ / ______
You can:
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Attach the Policy Manual as Annex 1 and the Implementation Roadmap as Annex 2.
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Replace “HGT” with your full legal name.
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Adjust the references to committees (Audit & Risk, Ethics & Peace, Saṅgha Advisory Council) if your structure uses slightly different names.