ESEAP Preparatory Council/Meeting Notes/8 January 2024

ESEAP Preparatory Council Meeting #4

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8th January 2024, 11:00 am UTC

Attendees: Belinda, Reke, Johnny, Agus, Vanj

Support: Kaarel, Joyce

Agenda

  • Preparation for Pre-Conference
  • Subcommitee check-in
  • Adminstration of the Preparatory Council

Notes

  • Preparation for Pre-Conference
    • Travel expenses - opportunity for being subsidized by the affiliates
    • For some there is reluctance from the affiliate side to provide financial support
    • There is initiative for some to cover the expenses from their personal funding
    • Proposal from Athikhun from Wikimedia Thailand to provide support
    • There was an expectation for Dody and Athikhun to be present on the call to have direct interaction and clarifications
    • Clarification of actual participation
    • 5 people are needed for quorum
    • It seems 5 people will be joining the in-person pre-conference
    • Venue and meeting spaces need to be confirmed
    • Dody would need to provide that information
    • Johnny will try to find a space for the meeting in Kuala Lumpur
    • Trying to find a space close to the MRT (perfomance hall with a rehearsal space)
    • Possibility for people to join virtually - if there is no reimbursement Belinda will probably join virtually; Kaarel as a supporting staff member will join virtually based on the agenda
    • Suggestion to connect with Taufik who is in charge of the organization. However, the conference is already with a tight budget. We would need whatever budget is available.
    • The content of the meeting
      • Discussing the elections and criteria
    • Assignments
      • Joihnny to define the meeting space
      • Someone to reach out to Athikhun
      • Someone to reach out to Dody
      • Someone to reach out to Robert
      • Someone to reach out to Irvin
  • Subcommitee check-in
    • Potential need to expand the participation in the subcommittees for making decisions in the subcommittee
  • Adminstration of the Preparatory Council