Goals of ESEAP Preparatory Council (EPC) & Gaps, and possible timeline
Tasks and Timeline brainstorming by EPC:
A- Need to review and refine the Theory of Change document. Also needs Community consultation and feedback.
B- Need some time to discuss the draft plan, and whether we should put forward either a plan for 1 year (then review), or a longer-term plan.
C- Review prior outcomes of the IHC before it was dissolved, to determine what else we should decide on, or identify gaps to work on.
D- Need some days to ask local communities to organize consensus meetings.
E- Clearly define our ESEAP Hub position (i.e. who we are) in relation with WMF and ESEAP affiliates/communities (e.g. workflow; authority level; intermediary function, etc.)
F- Taking care (nurture) of the non/under-represented ESEAP communities (especially those without affiliation).
G- Synchronize local outreach events (especially ESEAP Summit 2024) with ESEAP Hub, so that both sides are always in coordination.
H- Define the full role of the future ESEAP Hub Committee (in which most of the roles should already be run by the ESEAP Preparatory Committee by now - on a "trial" basis).
I- Clearly define the criteria of Wikimedia Community (non-affiliate), so that dispute during the Wikimania 2023 (ESEAP Summit) election shall never happen again.
J- Decide where (and how) to have an ESEAP Hub office in any ESEAP Hub country (e.g. can co-share office space if the office is in a country which has a chapter, e.g. WMID (Indonesia) office in Jakarta or WMTW (Taiwan) office in Taipei)
K- To be the Center of role model for affiliates and communities within ESEAP region (e.g. center of rules/regulation pertaining WMF outreach movement, be the role model, be the center for help to ESEAP affiliates & community, be the nurturing/incubator center for ESEAP affiliates and community to grow (e.g. community to user group, user group to chapter, cross-country/affiliate/community collaboration)
L- Create different EPC working committees for the outstanding tasks as an easier way to finish things.
M- Define what a Community or [c]ommunity is: a recognized Wikimedia project; an organized geography-based community of contributors, or any organized Wikimedia group without duplication.
N- Clarify the limitations of ESEAP Hub in terms of engagement with the stakeholders (Affiliates, c/Communities and individuals).
O- Conduct a visioning process for ESEAP on what it aims to achieve by 2030
P- Research data or documents of other hubs as references for decision-making
Q- Consolidate our bargaining position: between our ESEAP stakeholders and WMF. (Do we have a differentiating purpose for being, or are we just functioning as a facilitator and communications hub for affiliates and organized communities to work with each other?)
R- We also need to decide to prioritise language translation, for use in our communication channel other than in the English language, especially for non-bilingual countries.
S- A visual representation of R&R (draft)
T- Trial period for the final draft
U- Define our ESEAP Hub persona (i.e. who we are, what we do, to whom we do this for, why we do it, how we do it, where to find us.)
Meeting logistics, EPC's internal decision making process, and support needs
Decisions:
To meet Bi-Weekly (once every two weeks), and to have smaller working group meetings in between the two weeks when needed.
Decision making:
1) Super majority for crucial decisions (7 out of 9 members) : relating to key docs - R&R, grants (budget), theory of change, agreement with WMF, with ESEAP Con 2024, Hub office
2) Simple majority (5 out of 9) : for all other decisions + meeting threshold
EPC Working Group/Subcommittee Structure: for the first phase to have three working groups: one to recap discussions from past meetings & history; another to list the stakeholders in the region; and another to study the operation of other regional hubs like CEE and other regional cooperation. In addition, to have a support group supporting the host of ESEAP Conference 2024.
G1- Identity working group (Document review & ESEAP history/past challenges): Robert, Belinda
G2- Stakeholder Mapping working group: Vanj, Athikhun, Johnny
G3- Research on regional hub & collaboration cases working group: Irvin, Reke
G4- Support group to the 2024 ESEAP Conference host: Dody, Agus, Robert
In-person Meeting for 2024
Dody as the organizer of the 2024 ESEAP Conference proposed a potential EPC In-Person Meeting in 2024; to be discussed and explored whether it is feasible budget wise for having it before the next ESEAP Conference as a preparation meeting to achieve ESEAP's next milestone and to sync between the interim ESEAP governance body (EPC) and the local host (Malaysian UG) to ensure smooth planning and operation.
Proposal: 3 working days + 1-2 extra days for members who can stay longer
Funding request action items: members to explore options of revising/incorporating into the the ESEAP Con 2024 proposal or to be funded by relevant affiliates.
Any other business
Proposal to have further definition on what is community:
Project communities
A group of people working on the same thing
Formal communities: not formally recognized structured groups
Proposals:
Can defer the definition of a community or the creation of a working group in another meeting
To define who we are first (purpose of our creation)
