ESEAP Hub/Roles and Responsibilities Document

ESEAP Hub

Next meeting: September 8, 2024

The ESEAP Hub’s mission is to ensure:

• Resourcing facilitation (financial and human resources): Focus on having ESEAP Hub staff and building a good flow of support process to ensure well communications and engagement - where a helpdesk can be a format where community members can come to ask for support. The aim is to achieve access to administrative, legal, finance, governance and translation support through this process.
• Representation of ESEAP in Global Discussion: acknowledging the significance of ESEAP being represented in global movement bodies and conversations, yet agreeing to de-prioritize for the time being until the Hub has its internal processes in place. It also makes sense to wait for the global discussions relating to global movement bodies to progress.
• Skill Development Across the Region: Identifying leadership training, simple user training and cross–community cooperation and skill sharing as urgent needs, with the goal to develop strong editing communities and affiliates, including new ones.
• Regional Partnership Development: Not something for the interim committee to focus on in the short term, but leaving it to once the Hub is up and running properly.
• Regional Events and Activities: competitions are not necessarily helpful for maintaining long-term editors, but beneficial for ensuring new users. Communities use language and local meetups as venues to brainstorm new ideas and maintain activity levels in their local communities, and it may be beneficial to ensure Hub leadership attends these events.

ESEAP Hub Roles

This document outlines the preliminary roles of the ESEAP Hub, both elected and appointed roles. All individuals are required to abide by the Universal Code of Conduct.

Board members will be elected through a community process. Any person in the ESEAP region may nominate for any role during nomination period, if person nominates for more than one role they can only be elected to one role. This followed by an ESEAP wide vote with the outcome decided by the highest number of votes.

Community Council members are appointed by Affiliates with a primary purpose of supporting activities in the ESEAP region. Global affiliates including WMF projects, or those outside of the ESEAP region are ineligible

The proposed Board

The Board consists of 8 Community elected Seats;

• 2 x Co-Chairs
• 1 x Finance (Budget officer)
• 1 x Secretary
• 4 x Ordinary members

Notes

The ESEAP Hub Interim Committee is not in full agreement of having 2 Co-Chairs. There is also the view within the Committee that it should be Chair and Vice Chair instead of 2 Co-Chairs.

Board meetings should be held at least once per month, Quorum requires any 5 elected members of the Board

Board members agree to abide by the Universal Code of Conduct, any legal requirements of the fiscal sponsor country until a legal entity is established at which time it will be that country.

Co-Chairs

Co-Chairs will share these responsibilities equally

• Organize and chair regular executive board meetings
• Represent ESEAP community at global meetings
• Oversee staff activity (Events Manager/coordinator/project manager)
• Liaise with WMF and Global Committees
• Responsible signatories.
• Trust and Safety
• Should working groups are formed within the board, co-chairs should chair at least the finance group and the operations group (or groups with similar function)

Finance

• Lead Funding applications
• Monitor staff transactions
• Keep the Hub informed of its financial situation.
• Main budget planning
• Responsible signatory

Secretary

• Make sure all meetings are minuted and records kept
• Communicate to the community
• Keep all master Wiki pages up to date and accurate
• Responsible signatory
• Organize ESEAP Community Meetings.

Regular members

• Support team members with their tasks and responsibility
• Lead specific roles or activities as needed
• Participate in the discussion of the direction of the ESEAP community

Non-voting members

Can be appointed by the Board for expert guidance

• Provide input to the Board from their expertise
• Participate in the discussion within the board

Community Council

Community Council members are appointed by their respective affiliate, the Board may appoint a member of an emerging or unrepresented country within ESEAP to the Community Council. The Board can also appoint representatives from project-based communities to the board.

There are no limits to the amount of representatives serving on the Community Council, members of the council must be confirm by the Affiliate they represent on an annual basis., All Council members must be in regular discussion with the community they represent.

If a Community Council representative is elected to the Board, or hired by the ESEAP Hub for any position exceeding 3 months in duration the representative will lose their position as a Council member automatically. The Affiliate community they represent should select another community representative as soon as possible.

Community Council meetings should be held every 2 months or more frequently when the Board request additional consultation. Board members are expected to attend Council meetings in addition to their regular meetings.

Key functions of the Community Council

The Community Council acts as a consultation body for the board and members provide insights and cultural knowledge from the affiliate or community they represent.

Community Council members, should help to translate messages and/or events to their local languages.

Community Council members should encourage participation in ESEAP Hub activities, and identify how the ESEAP hub can help individuals (e.g. knowledge transfer, community projects, etc.)

Annex

• Annex 1: Community Process
• Annex 2: Code of Conduct