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ESEAP Hub/Interim Committee Mandate Extension

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Regional and Thematic Hubs is a Movement Strategy initiative under the recommendation Ensure Equity in Decision-Making. With the need for ESEAP Regional Collaboration to move from an informal collaboration group to a more formal structure aligned with the Movement Strategy recommendation and supporting guidelines for hub piloting, there have been a series of discussions and consultations taking place prior to and during the ESEAP Conference 2022.

From the consensus of the ESEAP Conference 2022, the ESEAP Hub Interim Committee was formed and tasked to lead the formation of ESEAP governance going forward until Wikimania 2023. Wikimania 2023 was identified as the venue of the next milestone taking place, with handing over at Wikimania 2023 from the Interim Committee to the new formal roles defined.

Deliveries

Since the formation of the ESEAP Hub Interim Committee, it achieved the following so far:

  • Set up its internal decision-making and communication processes.
  • Recruited two more members from communities and other ESEAP countries that did not have a presence or strong presence in the ESEAP Conference 2022.
  • Drafted and formalized its Declaration Statement.
  • Identified short-term first functions for the ESEAP Hub to focus on, based on previous discussions within the region, as well as the Committee's assessment of the urgency and significance of different areas.
  • Drafted the Roles and Responsibilities document in order to translate the declaration needs into concrete actions. Currently open for community discussion and feedback. In addition, the Committee also drafted the election process, and is now published for community discussion and feedback as well.
  • Drafted the theory of change for ESEAP Hub, and its Movement Strategy Implementation Grant proposal which covers the project plan for the first-year experimental phase, to be shared for community discussion and feedback soon (before Wikimania). A session for more detailed community discussion and consultation on the project plan is planned to take place during Wikimania 2023 pre-conference days at ESEAP Strategy Summit 2023.
  • Planning the program details of ESEAP Strategy Summit 2023, for consensus-making purposes with the wider ESEAP community before the Interim Committee finalized and formalized the plan going forward.

More details can be found in the meeting notes.

Reasons for requesting an extension of the Interim Committee mandate

  • The original timeline was too ambitious and too optimistic, where in reality there are important details to be agreed on before the Committee becomes fully operational - such as agreeing on internal decision-making and communication processes, as well as the efforts to achieve better diversity and balance within the Committee through recruiting more members. It does not have a full team until March 2023.
  • An intention of not overcrowding the community meetings with different conversations at the same time.
  • There has not been enough time for the community to review and discuss the Roles and Responsibilities document and election process, as well as there are still pending conversations with community members on the grant proposal - the first year project plan. There is a consensus among the Interim Committee members that the grant proposal should be sent only after Wikimania, once there is a chance to gather wider community inputs; therefore an extension of the mandate would be beneficial for running more thorough community consultations, helping to complete the grant process smoothly, and starting practical support to the ESEAP community as soon as possible.

Discussion and live poll at the July 2023 ESEAP community meeting

An informing session and discussion took place at the 34th ESEAP Community Meeting, where there was also an anonymous poll at the end of the meeting to check community members' views and consensus. 30 people participated in the poll. The poll result can be found here. Before the poll took place, it was decided that voting will take place on Meta after the meeting as well, to ensure everyone, including community members who did not attend the meeting, will have a chance to share their views. Based on the poll result, it was narrowed down to two options. Please see the voting details in the below section.

Voting

The ESEAP Hub Interim Committee asks the ESEAP community to extend the work of the Committee until ESEAP Conference in 2024 (currently planned for Q2 2024), unless elections are held sooner.

Timing and eligibility
  • The voting starts on Friday, 14 July 2023 at and will end on Thursday, 20 July 2023 at .
  • Any account created before 1 July 2023 and has had involvement with the ESEAP communities is eligible to vote.
  • Any account that was blocked or locked indefinitely at two or more wikis at the start of the vote is ineligible to vote.
Validity of the voting results
  • There is no minimum amount of vote set for the voting result to be valid.
  • The option with majority votes will be treated as community consensus.
Options for voting

There are two options to vote, please sign below each sub-section with four tildes (~~~~)

Continue with the same committee until ESEAP Conference 2024 and allow for current team members to be replaced if they choose to step down

The 2024 edition of the ESEAP Conference is currently planned for April/May 2024.

Vote

  1. Ballardmaize (Talk) 01:38, 18 July 2023 (UTC)[reply]
  2. seav (talk) 08:18, 19 July 2023 (UTC)[reply]
  3. Kunokuno (talk) 10:55, 19 July 2023 (UTC)[reply]
  4. RamzyM (talk) 15:20, 19 July 2023 (UTC)[reply]
  5. Danbarrameda (talk) 13:43, 20 July 2023 (UTC)[reply]
  6. Ruby Jane Salvatierra (talk) 13:49, 20 July 2023 (UTC)[reply]
  7. Teddybear41422 (talk) 13:53, 20 July 2023 (UTC)[reply]
  8. Lawrence756 (talk) 13:57, 20 July 2023 (UTC)[reply]
  9. AmandaSLawrence (talk) 14:02, 20 July 2023 (UTC)[reply]
  10. BiancaBrazal (talk) 14:20, 20 July 2023 (UTC)[reply]
  11. JBequio (talk) 14:23, 20 July 2023 (UTC)JBequio (talk)[reply]
  12. Jumark27 (talk) 14:32, 20 July 2023 (UTC)[reply]
  13. Even Barrameda (talk) 17:06, 20 July 2023 (UTC)[reply]
  14. Daphpb (talk) 16:59, 20 July 2023 (UTC)[reply]

Start an election process based on the Roles and Responsibility document as soon as possible

The Interim Committee will finalize the roles and responsibility document and election process as soon as possible, to be able to start the election for handover at ESEAP Strategy Summit 2023.

Vote

  1. Agus Damanik (talk) i am confused why the vote been done again when we already vote on the last meeting. 08:36, 14 July 2023 (UTC)[reply]
    last meeting had only 30 people, ESEAP region has more people and they need a chance to have their voice heard. Gnangarra (talk) 13:29, 14 July 2023 (UTC)[reply]
    Thanks for the clarification Agus Damanik (talk) 22:20, 14 July 2023 (UTC)[reply]
    Agree with this comment, ESEAP Hub/Declaration Statement on the Creation of the Regional Hub has 80+ Wikimedians signed. We need more Wikimedians to give their voice on this page :) GhoziSeptiandri (talk) 07:26, 15 July 2023 (UTC)[reply]
  2. GhoziSeptiandri (talk) 07:30, 15 July 2023 (UTC)[reply]
  3. I am placing the vote personally, but not as an IHC member. I do have two reasons for placing this vote:
    1. As far as the document is going, it seems that there won't be major changes, and as the person who drafted the R&R document, it is designed to be fluid in nature so change is the only constant there.
    2. Even if the hub grant is not submitted, the new board can still consult with IHC members who drafted the plan for consultations. Extending the mandate is an option but that may mean unecessary administrative work if we are just going for the same thing again, and I hate bureaucracy.--1233 （T / C） 07:08, 18 July 2023 (UTC)[reply]
  4. Filipinayzd (talk) 11:44, 18 July 2023 (UTC) 2024 is long enough for an interim body.[reply]
  5. Jp2593 (talk) 12:46, 18 July 2023 (UTC)[reply]
  6. Robertsky (talk) 14:36, 18 July 2023 (UTC)[reply]
  7. Arupako (talk) 09:55, 19 July 2023 (UTC)[reply]
  8. Ralffralff (talk) 15:03, 19 July 2023 (UTC)[reply]
  9. Arcuscloud (talk) 20:38, 20 July 2023 (UTC)[reply]
  10. Allenwang6212a (talk) 12:42, 20 July 2023 (UTC)[reply]
  11. Lim Natee (talk) 20:07, 20 July 2023 (UTC)[reply]
  12. Sathira15 (talk) 13:11, 20 July 2023 (UTC)[reply]
  13. Frank0715431 (talk) 13:57, 20 July 2023 (UTC)[reply]
  14. Herbertkikoy (talk) 22:22, 20 July 2023 (UTC)[reply]
  15. MonicaMu (talk) 15:04, 20 July 2023 (UTC)[reply]
  16. DnsMu (talk) 15:56, 20 July 2023 (UTC)[reply]
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