ESEAP Hub/Interim Committee Meetings/15 March 2023

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The ESEAP Hub Interim Committee discussed their reflections on the current ways of working together, and also how to improve the speed of getting needed work done in the expected timeframe.There were suggestions of having a supplemental structure of the roles within the committee and having asynchronous decision-making for advancing the work going forward.

Furthermore, the Interim Committee discussed the declaration document and its relations with the Movement Charter core values as well as the Movement Strategy principles. It was discussed that needed revisions can still be made to the declaration document after the ratification and when the permanent structure of the Hub is in place.

Key pending work identified were wide community consultation on the roles and responsibilities document, Movement Strategy Implementation Grant proposal, as well as Committee nomination and election planning.

In the later part of the meeting, the Committee had a more in-depth discussion of the roles and responsibilities document they are currently drafting, as well as the potential support and operational needs linked to the upcoming grant application. The Committee will also have a workshop to dive into areas for collaboration and the strategy of the ESEAP hub following the outcome of previous discussions within the region, to ensure producing a comprehensive draft of the roles and responsibility document. It will cover clearly the expected role (“What”) of the ESEAP Hub before moving forward with the community review.

Ongoing Work

The Interim Committee is currently working on the following things:

• Reviewing the declaration document and incorporating community inputs into the document.
• Co-drafting, inputting and brainstorming the roles and responsibilities document.
• Researching the practical situations of how ESEAP Hub can be hosted in a physical place.

Decisions

• The Committee decided to adopt asynchronous decision-making in addition to their in-meeting decision-making methods, to ensure timely decisions when needed and when the quorum is not met for convening a committee meeting. Proxy voting with evidence will also be accepted.
• The Committee members will share their first-hand experience and perspectives regarding their affiliates being potential fiscal sponsors in the next Committee meeting - this includes Wikimedia affiliates in Australia, Indonesia, Malaysia and Taiwan.