ESEAP Hub Charter

ESEAP Hub

Next meeting: November 9, 2025

Overview

This proposal mirrors the concept of appointing administrators in Wikimedia projects, authorizing a group of trusted ESEAP Wikimedians as 'Liaisons' to represent certain communities in Hub affairs. Liaisons help to incorporate community needs into Hub decisions and to implement Hub initiatives within their communities. Liaisons also serve as a talent pool for the Steering Committee (decision-making team), periodically nominating members to the "Steering Committee" which meets with the employee team to ensure resolution implementation.

Liaison: Definition, Formation, and Responsibilities

• Liaisons are trusted by a significant number of ESEAP Wikimedians, recognized for their rich experience in community organization, and capable of determining Hub affairs with others in a spirit of cooperation, openness, and diversity.
• Liaisons are not traditional representatives in the political context, so they don't require regular re-election or an electoral system to ensure they represent their constituents. Ideally, any self-identified ESEAP Wikimedian can be a Liaison.
• People meeting the following qualifications can self-nominate to become Liaisons:
  • Movement contribution:
    • Registered on any Wikimedia projects for over 3 years,
    • with more than 1,000 total edits,
    • and at least 100 edits in the past one year.
  • Governance experiences: (At least one of the following four):
    • "Former" Foundation Board member, full-time paid employee for over 1 year, or committee member.
    • "Current or former" board member (or high committee) or full-time paid staff of an affiliate for more than 1 year.
    • Administrator on any Wikimedia project for more than 1 year.
    • Management position in a non-Wiki NGO for more than 1 year, subjected to ratification by the Steering Committee or sub-committee pointed by Steering Committee.
  • Other:
    • Not permanently banned from any project when applying (bans for account security reasons don't count).
    • Does not have an active UCOC or T&S case, or a completed one which suggests or forbids them from holding leadership positions or effectively discharge their duties such as attending in-person events.
• Nominations can be submitted anytime, followed by a 14-day endorsement period. ESEAP Wikimedians can choose to "Support," "Oppose," or remain "Neutral." Within the 14-day endorsement period, candidates receiving more than 30 net “Support” become Liaison. Endorsers must be registered in any Wikimedia project for at least 90 days.
• Liaisons do not require re-election but may leave their positions voluntarily at any time.
• Liaisons may be dismissed for the following reasons:
  • Being reported and being verified for not participating in any Hub decision-making discussions for 90 days.
  • Permanent ban by any project or the Foundation, or a ESEAP Wikimedians raised an endorsement of no confidence with a majority of endorsers no longer trusting them.
  • As a result of the UCOC/T&S case ruled against them, the position is terminated with the Steering Committee making the determination.
• Each Liaison can and should collect community requirements for the Hub, and may invite other Liaisons to discuss and form implementation proposals at any time, requesting the "Steering Committee" to consider including them in their work. The required number of participating Liaisons and process for forming a proposal will be established by the first Steering Committee, but must include at least one committee member throughout the entire process.
• Liaisons also need to actively participate in Hub affairs discussions, and encourage community involvement in Hub decision-making. To enable this, rules can be established to grant Liaisons certain micro funds and authorities.

Steering Committee(StC): Definition, Formation, and Responsibilities

• The Steering Committee is the decision-making core of the Hub and represents the ESEAP Hub externally. The StC consists of the most active members with governance skills from among the Liaisons. Compared to general Liaisons, they need a more comprehensive understanding of the Hub's status and must commit a certain amount of time to assist with the organizational operation of Hub.
• The Steering Committee consists of 5-11 people, elected from among the Liaisons and renewed annually.
• If a Steering Committee member is suspended or terminated from their Liaison role due to a UCOC or T&S case, that Steering Committee member should be suspended or terminated from the Steering Committee as well, and/or replaced by another Liaison determined by consensus among Liaisons.
• The Steering Committee's responsibilities include:
  • Ensuring the decision-making process is efficient and can be practically implemented.
  • Coordinating communication between Liaisons and the work team to ensure smooth Hub operation.
  • Supervising the implementation results of the work team.
  • Hiring and dismissal of Hub staff.
  • The first Steering Committee begins operation when the number of Founding Liaisons plus ESEAP Wikimedians-endorsed Liaisons reaches the minimum required number, and should establish detailed rules for committee nomination and resignation as soon as possible.
  • If there are sufficient Liaisons in total to fill out the 11 maximum seats of the StC, the Steering Committee does not need to fill all seats; when announcing re-election rules, the previous committee can publish the number of seats for the next committee based on Hub conditions.
• The Steering Committee should perform the following tasks:
  • Hold monthly meetings with employees to hear work reports.
  • Monitor financial status monthly.
  • Convene all Liaisons at an appropriate time each year to determine the Hub's annual plan and budget, and submit it to the Foundation on behalf of the Hub.
  • Compile work and financial reports with the work team annually, invite Liaisons and the ESEAP Wikimedians to read and comment, and submit to the Foundation.
  • Evaluate suitable timing to guide the ESEAP in formulating long-term strategies for the Hub.
  • Steering Committee members are also responsible for:
    • Participating in project discussions initiated by Liaisons
    • Providing professional consultation or assistance to the employee team
    • Proactively researching Hub management issues and presenting reports

Interaction between Hub employees (e.g. Hub Manager), Liaisons, and the Steering Committee

• Hub employees (e.g., Hub Manager) are responsible for implementing various resolutions and reporting to the Steering Committee.
• At the planning and decision-making level, Liaisons convey community opinions to the Steering Committee; at the implementation and coordination level, Liaisons help employees implement work within communities.

Date of effectiveness

• The governance structure as described above will be in operation from 30 June 2025, pending feedback from Wikimedia Foundation.
• The Steering Committee will be in effect from when it meets its quorum of at least 5 members.

Amendments

• The governance structure may be subjected to amendments passed with 75% support of a quorum of at least 30 Liaisons or 60% of Liaisons present in a meeting, whichever has a higher number of Liaisons.

The Transition of EPC members to Founding Liaisons

• To facilitate the handover of Hub affairs and quick startup, any willing EPC members can become “Founding Liaisons" without endorsement, with the same authority as regular Liaisons but serving until June 30, 2026 the latest, or until the ESEAP Wikimedians have endorsed 7 Liaisons. "Founding Liaisons" can convert to regular Liaisons through the regular endorsement mechanism at any time, after which there is no term limit.
• In the period between the dissolution of the ESEAP Preparatory Council on 30 June 2025, and the formation of Steering Committee, grant administrators for the pilot grant will carry out decisions to effect the goals of the grant, including and not limiting to employing hub staff, start of newbie guidebook project and translation project and other operational matters.