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ESEAP Hub/Governance/ESEAP Preparatory Council/Meeting Notes/07: 2-4 February 2024

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ESEAP Preparatory Council Meeting #7

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Friday-Sunday, 2-4 February 2024 Main location: Bukit Bintang, Kuala Lumpur, Malaysia Detailed locations:

  • Melia Hotel
  • Lalaport Bukti Bintang City Centre Garden Dining food court
  • Manekineko karaoke room

Attendees:

  • Johnny Alegre (Pilipinas Panorama Community)
  • Reke,
  • Dody Ismoyo (Malaysia user group)
  • Robert (Singapore user group)
  • Athikhun (WMTH)
  • Belinda (remote)

Support:

  • Kaarel

Agenda

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ESEAP Stakeholders Suggested ESEAP Council formation Election details Charter draft

Supporting documents:

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Notes

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Stakeholder identification:

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  • AFFILIATE (CHAPTERS & USER GROUPS)
  • LANGUAGE PROJECTS (Admin Status)
  • VALIDATED THEMATIC COMMUNITIES
  • OUTSTANDING INDIVIDUAL ESEAP CONTRIBUTORS
  • there needs to have a recognition committee.
  • we cannot have community sockpuppetry,
    • i.e. two groups that are managed by the same people
    • We encourage such formations to be of subgroups status.

Fiscal sponsor:

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  • to see if it is viable to transfer funds cross border if we are take advantage of Singapore's regulation
  • or see if there are other non-profits.

Proposed ESEAP Hub governance structure

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on-site Conference attendees --- votes ---> Congress --- votes ---> Council --- select ---> Summit Stakeholders

Congress:

  • up to 29 seats, 15 affiliates and 14 open seats. The number may be reduced based on the number of affiliates nominating their members for a seat. i.e. if there are 12 affiliate seats, 11 open seats will be available.
  • The Congress can be used as body to be co-opted by the Council in carrying out their roles and responsibilities, i.e. function as working groups.

Council

  • The Council to determine the stakeholders for attending the Summit following the conference they are voted in.
  • The Council may form an advisory team of 3 members to advise them in the running of the Hub. The members may constitute of members of ESEAP Hub, employees of Wikimedia Foundation, and/or any other person they deem fit.

For the first official ESEAP Hub council voting process:

Nominees for the open seats of anyone in the ESEAP region
Voters:
  • all ESEAP members who attend the conference must vote, otherwise may not receive scholarship support for future ESEAP conferences.
  • to verify that all present ESEAP members vote, they will be given a ballot number upon presentation of themselves to the first counter. The ballot number is to ensure that there is no duplicate/fraudulent votes.
  • to protect the secrecy of the vote, the ballot paper is to be processed by a separate group of people.
Stakeholder votes for the Congress:
  • Maximum of 15 affiliate seats, to be drawn from WMF-recognised affiliates.
  • Maximum of 14 open seats (the max of affiliate seats - 1 seat)
    • Note, the number of maximum affiliate seats may increase as more/new affiliates are being onboarded. The number of maximum open seats will increase accordingly.
  • Maximum of 2 congressperson from the same country/territory.
Congress:
  • The congress will be announced during the conference.
  • The congress is to meet at a later date, no later than 2 months later, to determine which 9 of them will be the Council.
  • The term for the Congress will be of 2 years, or until the next conference. In event of the conference being delayed due to unforeseen circumstances, the Congress should arrange for the next elections to be carried out in a timely and appropriate manner.
Council:
  • The term of the Council will be for two years, until the next conference. In event of the conference being delayed due to unforeseen circumstances, the Congress should arrange for the next elections to be carried out in a timely and appropriate manner.
The criteria for voting of the next Congress and the number of seats is to be determined before the start of the next conference.

For subsequent voting process, it should be refined from the learnings from the previous election process.

Election process for the first Congress and Council to be made public on meta for feedback until 1 month before the start of the conference in 2024. Requested for extra slots for the 2024 conference.

Next steps:

  • draft of messages to meta page, social media, conference goers
  • draft of formation of congress and council - 11 feb
  • draft of election process page - 11 feb
  • draft of nomination page - 29 feb
  • draft of charter - 25 feb

Charter draft:


Clear vision and mission -> the end goal. Ideas?

  • service bureau.
  • EU -> share of resources, standardisation, cross boundary sharing
  • peace, economic, improve environment, scientific.
  • we are an integrative organisation.
  • Adapt from CEE Hub?

Core functions/responsibilities of the Council, Congress

Setup paragraphs of the Council and Congress

To create the pages for for of the Charter draft.

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