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ESEAP Hub/Interim Committee Meetings/7 December 2022

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The ESEAP Hub interim committee was formed during the ESEAP Conference 2022 in Sydney. In this first meeting post-conference, the interim committee members introduced themselves and shared their respective motivations of contributing to this committee. The members also discussed the draft timeline of their work, which was put forward during the ESEAP Hub (3): The Plan session at the ESEAP Conference 2022; the Committee made adjustments to the draft timeline in this meeting. The members also shared their initial ideas of areas they would like to contribute going forward. In addition, the interim committee discussed how they are planning to communicate the recent developments with the wider ESEAP community as well as other logistical items.

Ongoing Work

The interim committee is currently working on the following things:

  • Setting up its internal decision making and communications processes.
  • Recruiting a member from the Japanese communities; the need for this seat was identified during the Hub discussions at ESEAP Conference 2022.
  • Discussing the areas of interests for Committee members to contribute and focus throughout their working period. Some of the key areas identified are governance, administration and budgetary operations, and organization of the monthly ESEAP general meeting. Declaration document was identified as one the crucial tasks that should be achieved for the governance track of work.

Decisions

  • The two committee members from East Asia will be leading the effort of recruiting a member from the Japanese communities, with outreach supported by the Movement Strategy and Governance team.
  • The interim committee has decided to add 1-2 new members that did not have the chance to attend the ESEAP Conference and will do an open call for interests.
  • The interim committee will meet monthly on the first Wednesday of the month.
  • The interim committee will introduce themselves to the wider ESEAP community and share updates regarding its works during the ESEAP general meeting on 11 December 2022.

Updated Timeline

  • January 2023:
    • Movement Strategy and Governance (MSG) team to share the pre-conference Hub community engagement survey full report and documentation of the hub sessions from ESEAP conference 2022.
  • January-February 2023:
    • Interim committee to work on drafting the roles and responsibilities of the ESEAP Hub, MSG to support.
    • Draft roles and responsibilities published, MSG to support the interim committee having wide community consultation and review. Online consultation on Meta, Movement Strategy Forum, as well as distributions to local community spaces and main ESEAP social media channels, and a conversation hour for feedback and discussion.
  • March 2023:
    • Internal discussion and roles and responsibilities summarized by MSG together with volunteers from the interim committee.
  • April 2023:
    • Announcing the result of the roles and responsibilities consultation and publishing the declaration document.
    • Interim committee to submit its Movement Strategy Implementation Grant proposal.
  • June-July 2023:
    • Budget of the grant approved, planning cycle in place.
    • Committee nomination and election.
  • August 2023:
    • Formal roles and responsibilities in place.
    • Wikimania 2023
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