ESEAP Preparatory Council/Meeting Notes/8 January 2024

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The following document is the meeting minutes taken during a meeting. Please discuss the document on the talk page. With exception for grammatical and other minor corrections, please do not alter the document without seeking consensus from the participants of the meeting on the talk page.

ESEAP Preparatory Council Meeting #4

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