Merge pull request #189 from rbowen/newpmc

rbowen · web-flow · commit 25a8107b13dd · 2024-10-31T10:22:56.000-04:00
Refactor of "new pmc member" doc and templates
diff --git a/source/newcommitter.md b/source/newcommitter.md
@@ -1,5 +1,5 @@
 ---
-title: New Committer
+title: Inviting a New Committer
 tags: ["pmc","committers","election"]
 ---
 
@@ -167,8 +167,10 @@ vote](committer-pmc-vote.txt) instead.
 Start a separate [VOTE] thread for each new person. This makes it much easier
 to review the email archives.
 
-Let the Vote thread run for one week. A positive result is achieved by
-more positive votes than negative ones, as per the [ASF voting process
+Let the Vote thread run for one week.
+
+A positive result is achieved when there are at least 3 +1 votes and no vetoes,
+as per the [ASF voting process
 document](https://apache.org/foundation/voting).
 
 ### Announcing results
diff --git a/source/newpmcmember.md b/source/newpmcmember.md
@@ -1,47 +1,76 @@
 ---
-title: New PMC member
+title: Inviting a New PMC member
 tags: ["pmc", "pmcmembers", "election"]
 ---
 
-## New PMC member process
+This document describes a typical Apache project's process for handling the
+vote to add a new PMC (Project Management Committee) member - when it is
+separate from becoming committer.
 
-This section describes a typical Apache project's process for handling the
-vote to add a new PMC member - when it is separate from becoming committer.
-Templates mentioned in the process appear later in this document. If your PMC
-adds automatically committers as PMC members, the process for doing both at the
-same time is described in the [New committer](https://community.apache.org/newcommitter.html)
-The [Contributor Ladder](https://community.apache.org/contributor-ladder.html) helps explain different roles.
+Templates mentioned in the process appear [#NewPMCMember-EmailTemplates](later in 
+this document). If your PMC adds automatically committers as PMC members, the process
+for doing both at the same time is described in the [New 
+committer](https://community.apache.org/newcommitter.html) advice.
 
+The [Contributor Ladder](https://community.apache.org/contributor-ladder.html) helps 
+explain different roles.
+
+{{% toc %}}
 
 <a name="NewPMCMember-Summary"></a>
-### Summary
+## TL;DR - Inviting a new PMC member
 
-1. Discuss the proposed PMC member. If the discussion seems to be going positively, call a vote following
-   the template below.
-1. Close the vote following the template below.
-1. If the result is positive, invite the new committer following the template below.
+1. Discuss the proposed PMC member.  (Use [this template](templates/pmc-member-discuss.txt).)
+1. If the discussion seems to be going positively, call a vote. (Use
+   [this template](templates/pmc-member-vote.txt).)
+1. Close the vote. (Use [this template](templates/pmc-member-results.txt).)
+1. If the result is positive, invite the new committer. (Use [this
+   template](templates/pmc-member-invite.txt).)
 
 If they accept, then:
 
-1. In case the new PMC member is already  is already a committer, they have Apache id,
-   you should grant them appropriate PMC privileges. Use the Whimsy tool to update the roster via
-   https://whimsy.apache.org/roster/committee/ or https://whimsy.apache.org/roster/ppmc/
-1. Announce the new PMC member following the template below.
+1. If the new PMC member is already is already a committer, and they have Apache id,
+   you should grant them appropriate PMC privileges. Use the 
+   [committee roster tool](https://whimsy.apache.org/roster/committee/) (or
+   [ppmc roster tool](https://whimsy.apache.org/roster/ppmc/) for
+   incubating projects) on Whimsy to update the roster.
+1. Announce the new PMC member. (Use [this
+   template](templates/pmc-member-announce.txt).)
+
+<a name="#NewPMCMemberGuidelines"></a>
+## Guidelines for inviting a new PMC member
+
+Frequently adding new PMC members to your project helps to ensure the
+sustainability and longevity of your project, and brings new ideas into
+the discussion.
+
+As a PMC member, you should frequently look at your
+project's active committers and contributors (including non-code
+participants) and consider whether having their voice in the
+decision-making process would better serve your stakeholders, and
+contribute to the Foundation's mission of providing software for the
+public good.
 
 <a name="NewPMCMember-Discussion"></a>
 ### Discussion
 
-We do the discussion and vote on the `private@` mailing list to enable a frank
-discussion. Any PMC member may propose a potential PMC member.
+Any PMC member may propose a potential PMC member.
 This is **not** the sole responsibility or right of the PMC chair.
 
+We do the discussion and vote on the `private@` mailing list to enable a frank
+discussion. But do keep in mind that if the candidate is elected, they
+will be able to inspect the archives, so keep your discussion respectful
+and professional, with that in mind.
+
 We invite people to join as PMC members, not github ids. It is
 fine to refer to the candidate's github id for context, but the person should
 be referred to by their name. It is not necessary to have their full legal
 name (that will be kept private) but it is important to use their name, as
 they refer to themselves in email. If a person is known only by their github
 id, it is ok to ask them for their real name prior to holding a VOTE.
 
+### Vote
+
 Start a separate [VOTE] thread for each new person. This makes it much easier
 to review the email archives.
 
@@ -55,117 +84,30 @@ becomes obvious that we should invite them. This encourages them and keeps
 them enthusiastic. If we leave it too long, then we risk them becoming
 disillusioned.
 
-On the `private@` list we can each say exactly what we feel about each person,
-with no holds barred. Keep the discussion concise. The praise part can
-be done later in public. Keep in mind, however, that if the member becomes
-a PMC member later, they will have access to this discussion.
-
 Let the Vote thread run for one week.
 
-A positive result is achieved by **Consensus Approval**: at least 3 +1
-votes and no vetoes.
+A positive result is achieved when there are at least 3 +1 votes and no vetoes,
+as per the [ASF voting process
+document](https://apache.org/foundation/voting).
 
-Any veto must be accompanied by reasoning and the vetoer must be prepared to defend it.
-Other members can attempt to encourage them to change their mind.
-
-New PMC members can be either quiet or active as they choose. If we find
-that certain people lapse and don't ever contribute, then the project can take steps
-to retire them.
+### Invitation and welcome
 
 After a positive result, record the result on the PMC list with a `[RESULT][VOTE]` subject
 and then invite the candidate. We give candidates a chance to decline PMC membership in private.
 They can post a reply to the PMC mailing list.
 
 After we reach a decision on the `private@` list, and after the steps above, we
 announce the new PMC member on the `dev` list. We can then each follow up with
-our praise in public.
+our praise and welcome messages in public.
 
 Other notes about the process are available on the main [Apache site](https://www.apache.org/dev/pmc.html#newpmcmember).
 
-<a name="NewCommitter-EmailTemplates"></a>
+<a name="NewPMCMember-EmailTemplates"></a>
 ## Email Templates
 
-### PMC member Vote Template
-This is the email to commence a vote for a new PMC member.
-
-    ------------------------------------------------------------
-    To: private@[PROJECT].apache.org
-    Subject: [VOTE] New PMC member candidate: Jo Bloggs
-
-    [ add the reasons behind your nomination here ]
-
-    Voting ends one week from today, i.e. midnight UTC on YYYY-MM-DD
-    https://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD
-
-    See voting guidelines at
-    https://community.apache.org/newpmcmember.html
-
-    ------------------------------------------------------------
-
-### Close Vote
-This email ends the vote and reports the result to the project.
-
-    ------------------------------------------------------------
-    To: private@[PROJECT].a.o
-    Subject: [RESULT] [VOTE] New PMC member candidate: Jo Bloggs
-
-    The vote has now closed. The results are:
-
-    Binding Votes:
-
-    +1 [TOTAL BINDING +1 VOTES]
-     0 [TOTAL BINDING +0/-0 VOTES]
-    -1 [TOTAL BINDING -1 VOTES]
-
-    The vote is ***successful/not successful***
-
-### PMC member Invite Template
-This is the suggested invitation email to send to the newly elected PMC member candidate,
-sent after a positive result from the vote for a new PMC member.
-
-    ------------------------------------------------------------
-    To: JoBloggs@foo.net
-    Cc: private@[PROJECT].apache.org
-    Subject: Invitation to become [PROJECT] PMC member: Jo Bloggs
-
-    Hello [invitee name],
-
-    The [Project] Project Management Committee (PMC)
-    hereby offers you membership in the PMC. These privileges are
-    offered on the understanding that you'll use them
-    reasonably and with common sense. We like to work on trust
-    rather than unnecessary constraints.
-
-    Of course, you can decline and instead remain as a
-    contributor, participating as you do now.
-
-    This personal invitation is a chance for you to accept or decline in private.
-    Please let us know in reply to this message whether you accept or decline.
-
-### PMC member Announce Template
-
-This is the email to announce the new committer to `[PROJECT]-dev` once the account has been created.
-
-    ------------------------------------------------------------
-    To: dev@[PROJECT].apache.org
-    Subject: new PMC member: ###Jo Bloggs
-
-    The Project Management Committee (PMC) for Apache [PROJECT]
-    has invited Jo Bloggs to become a PMC member and we are pleased
-    to announce that they have accepted.
-
-    ### add specific details here ###
-
-    A PMC member helps manage and guide the direction of the project.
-
-### PMC Member Done Template
-    After the PMC member account is established.
-
-    ------------------------------------------------------------
-    To: private@[PROJECT].a.o, ###JoBloggs@foo.net
-    Subject: account request: ###Jo Bloggs
-
-    Please subscribe to the [PROJECT] Project Management
-    Committee mailing list private@[PROJECT].apache.org.
+* [PMC member vote](templates/pmc-member-vote.txt)
+* [PMC member vote results](templates/pmc-member-results.txt)
+* [PMC member invitation](templates/pmc-member-invite.txt)
+* [PMC member announcmement](templates/pmc-member-announce.txt)
+* [PMC member welcome](templates/pmc-member-welcome.txt)
 
-    A PMC member will announce your election to the dev list soon.
diff --git a/source/templates/committer-discuss.txt b/source/templates/committer-discuss.txt
@@ -1,4 +1,4 @@
-To: private@project.apache.org
+To: private@[project].apache.org
 Subject: [DISCUSS] New committer: [Candidate Name]
 
 I propose to add [Candidate Name] as a committer.
@@ -7,7 +7,7 @@ I propose to add [Candidate Name] as a committer.
 
 [State contribution statistics, if available and relevant.]
 
-Please remember that should this candidate be elected, they will have
-access to our archives, and be able to read this, so phrase your
-comments constructively with this in mind.
+Please remember that should this candidate be elected as a PMC member
+at some later date, they will have access to our archives, and be able
+to read this, so phrase your comments constructively with this in mind.
 
diff --git a/source/templates/committer-pmc-results.txt b/source/templates/committer-pmc-results.txt
@@ -1,4 +1,4 @@
-To: private@[PROJECT].a.o
+To: private@[PROJECT].apache.org
 Subject: [RESULT] [VOTE] New committer and PMC member candidate: [Candiate Name]
 
 The vote has now closed. The results are:
diff --git a/source/templates/committer-results.txt b/source/templates/committer-results.txt
@@ -1,4 +1,4 @@
-To: private@[PROJECT].a.o
+To: private@[PROJECT].apache.org
 Subject: [RESULT] [VOTE] New committer: [Candidate Name]
 
 The vote has now closed. The results are:
@@ -13,3 +13,4 @@ Binding Votes:
 
 The vote is ***successful/not successful***
 
+[Include link to VOTE thread on lists.apache.org]
diff --git a/source/templates/committer-welcome.txt b/source/templates/committer-welcome.txt
@@ -1,7 +1,7 @@
-To: private@[PROJECT].a.o, NewCommitterID@apache.org
+To: private@[PROJECT].apache.org, NewCommitterID@apache.org
 Subject: Welcome, [First Name], New Committer!
 
-Hello, [Committer Name]
+Hello, [Committer Name],
 
 As you know, the ASF Infrastructure has set up your committer account
 with the username `[apacheID]`
diff --git a/source/templates/pmc-member-announce.txt b/source/templates/pmc-member-announce.txt
@@ -0,0 +1,23 @@
+To: dev@[PROJECT].apache.org
+Subject: New PMC member: [PMC Member Name]
+
+The Project Management Committee (PMC) for Apache [PROJECT]
+is delighted to announce that [PMC Member Name] has joined the PMC!
+
+[Brief introduction here: Consider mentioning what they've contributed
+in the past, what company they work for if your project cares about
+that, and the names of their pets.]
+
+The PMC - Project Management Committee - manages and guides the
+direction of the project, and is responsible for inviting new
+committers and PMC members to steward the longevity of the project.
+See https://community.apache.org/pmc/responsibilities.html if you're
+interested in learning more about the rights and responsibilities of
+PMC members.
+
+Please join us in welcoming [PMC Member Name] to their new role in our
+project!
+
+[Your Name]
+On behalf of the [Project] PMC
+
diff --git a/source/templates/pmc-member-discuss.txt b/source/templates/pmc-member-discuss.txt
@@ -0,0 +1,17 @@
+To: private@[project].apache.org
+Subject: [DISCUSS] New PMC member: [Candidate Name]
+
+I propose to add [Candidate Name] as a PMC member.
+
+[State reasons that you believe they are a good candidate]
+
+[State contribution statistics, if available and relevant.]
+
+PMC members are our peers, who help drive the direction of this
+project. They will be owners not just of the code, but of the project
+and its brand.
+
+Please remember that should this candidate be elected, they will have
+access to our archives, and be able to read this, so phrase your
+comments constructively with this in mind.
+
diff --git a/source/templates/pmc-member-invite.txt b/source/templates/pmc-member-invite.txt
@@ -0,0 +1,23 @@
+To: [Candidate Email Address]
+Cc: private@[PROJECT].apache.org
+Subject: Invitation to become [PROJECT] PMC member: [PMC Member Name]
+
+Hello [invitee name],
+
+The [Project] Project Management Committee (PMC)
+hereby offers you membership in the PMC. These privileges are offered on
+the understanding that you'll use them reasonably and with common sense.
+We like to work on trust rather than unnecessary constraints.
+
+This personal invitation is a chance for you to accept or decline in private.
+Please let us know in reply to this message whether you accept or decline.
+
+The rights and responsibilities are described here: 
+https://community.apache.org/pmc/responsibilities.html
+If that's in any way unclear, please reach out to me or  any of the
+other PMC members for clarification, or to discuss this decision in more
+detail.
+
+[Your Name]
+On behalf of the [Project] PMC
+
diff --git a/source/templates/pmc-member-results.txt b/source/templates/pmc-member-results.txt
@@ -0,0 +1,14 @@
+To: private@[PROJECT].apache.org
+Subject: [RESULT] [VOTE] New PMC member: [Candidate Name]
+
+The vote has now closed. The results are:
+
++1 N binding, M non-binding
+ 0 N binding, M non-binding
+-1 N binding, M non-binding
+
+[Considering listing the names of who voted which way]
+
+The vote is ***successful/not successful***
+
+[Include link to VOTE thread on lists.apache.org]
diff --git a/source/templates/pmc-member-vote.txt b/source/templates/pmc-member-vote.txt
@@ -0,0 +1,20 @@
+To: private@[PROJECT].apache.org
+Subject: [VOTE] New PMC Member: [Candidate Name]
+
+This is a VOTE to add [Candidate Name] as a PMC member.
+
+This has been discussed here: 
+[Link to DISCUSS thread on lists.apache.org] 
+If you have more to add to the discussion, please do so there, rather than 
+in this VOTE thread.
+
+[+1] Yes, add this person to the PMC
+[0] Abstain
+[-1] No, do not add this person to the PMC
+
+Voting ends one week from today, i.e. midnight UTC on YYYY-MM-DD
+https://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD
+
+See voting guidelines at
+https://community.apache.org/newpmcmember.html
+
diff --git a/source/templates/pmc-member-welcome.txt b/source/templates/pmc-member-welcome.txt

Original file line number	Diff line number	Diff line change
`@@ -1,4 +1,4 @@`
`1`		`-To: private@[PROJECT].a.o`
	`1`	`+To: private@[PROJECT].apache.org`
`2`	`2`	`Subject: [RESULT] [VOTE] New committer and PMC member candidate: [Candiate Name]`
`3`	`3`
`4`	`4`	`The vote has now closed. The results are:`