ESEAP Preparatory Council/Meeting Notes/8 January 2024

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ESEAP Preparatory Council Meeting #4[edit]

8th January 2024, 11:00 am UTC

Attendees: Belinda, Reke, Johnny, Agus, Vanj

Support: Kaarel, Joyce

Agenda

Preparation for Pre-Conference

Subcommitee check-in

Adminstration of the Preparatory Council

Notes

Preparation for Pre-Conference
- Travel expenses - opportunity for being subsidized by the affiliates
- For some there is reluctance from the affiliate side to provide financial support
- There is initiative for some to cover the expenses from their personal funding
- Proposal from Athikhun from Wikimedia Thailand to provide support
- There was an expectation for Dody and Athikhun to be present on the call to have direct interaction and clarifications
- Clarification of actual participation
- 5 people are needed for quorum
- It seems 5 people will be joining the in-person pre-conference
- Venue and meeting spaces need to be confirmed
- Dody would need to provide that information
- Johnny will try to find a space for the meeting in Kuala Lumpur
- Trying to find a space close to the MRT (perfomance hall with a rehearsal space)
- Possibility for people to join virtually - if there is no reimbursement Belinda will probably join virtually; Kaarel as a supporting staff member will join virtually based on the agenda
- Suggestion to connect with Taufik who is in charge of the organization. However, the conference is already with a tight budget. We would need whatever budget is available.
- The content of the meeting
  - Discussing the elections and criteria
- Assignments
  - Joihnny to define the meeting space
  - Someone to reach out to Athikhun
  - Someone to reach out to Dody
  - Someone to reach out to Robert
  - Someone to reach out to Irvin

Subcommitee check-in
- Potential need to expand the participation in the subcommittees for making decisions in the subcommittee
Adminstration of the Preparatory Council