$Id: pmc-email-ballot-example.txt,v 1.5 2002/09/10 18:38:46 dirkx Exp $ http://www.apache.org/~dirkx/ballot.txt -> VOTER Comments to use /home/voter or cvs foundation/voter. -> feel free to adapt for future elections. This is a live document - which we've been updated based on the experience in the last two xml elections - and most recently the jakarta one. Feel free to add commments at top or bottom about things which need to be fixed in the next version. Setting up an email list -> su apmail bash cat > .qmail-jvote volunteer1@apache.org volunteer2@apache.org volunteer3@apache.org /home/volunteerX/jvote-mbox ln -s .qmail-jvote .qmail-jakarta-jvote Getting all the committers cvs update CVSROOT (grep xml /etc/group; grep xml CVSROOT/avail) |\ sed -e 's/\W/\\n'/g | grep -v xml- | sort -u > l manually edit l to remove things like avail,etc. (for i in `cat l`; do echo $i@apache.org;done ) > l2 VOTER: relies on /etc/group - so crosscheck the above against the grop in /etc/group. -> do we have an avail/group check script ? Known bugs: - Should have a Subject: prefix which we keep the same at all times. - committer list is not recorded on Bcc in the jvote list - so it is hard to find out who was email. - We need to reword where/how nominations are send in. It is easy to drop jvote@; but nominations should ideally be public to general@. Plus what we -really- want on jvote@ is those nominanees who him/herself agree that they want to run. -> We need to document the 'second'ing process (if any is needed) for nominations: are they required and should they count (and does self nomination count automatically). +3 or 2+1 has been the historic method ? => question on the list seem to indicate that consensus is: -> seconding NOT needed -> acceptance required -> The 4 day final correction method: T+7 end; T+9 precorrection, T+9 final is possibly a bit long and may be skipped if one is more fierce about what 'final' may mean. -> Consider a pre-election 'chfn' round to get people their names right in /etc/passwd and a pre-election -get-your-mail-on-cvs.apache.org right; about 1-3% error's right now (N=221). -> Consider a jvote public visible archive and/or web page to avoid reposting so much. -> Need to make clear that some confirmations are negative; i.e. we send a message to userid@apache.org and only act on explict replies. Non reply is taken as an ok (as we assume apache mail to be authorative and by definition reliable). Specifically for vote confirmations. -> Time's - it may make sense to change the time/date for the messages send -out- to 'send by/before' and keep those which are inbound as have to by in by. -> We have no rule for when a tie happens (propose to use a random selection; i.e. say the last digit of the nasdaq on the day of closing 'modulo' or something like that.. Message: Folks, It is time for the yearly election of the Jakarta PMC by the committers of Jakarta. For a background - please take some time to read: http://jakarta.apache.org/site/management.html The Project Management Committee (PMC) was formed by the Apache Board in September 1999. The number of PMC seats is set at seven. Annually, all seven seats will be up for renewal. The ASF board will be asked to provide a person or persons to administer the nominations and a subsequent ballot. The administrator(s) will determine the mechanics of the voting procedures. Any committer to any Jakarta code base will be eligible to vote. Once the new PMC is in place, the first order of business will be to determine a chairperson from amongst their ranks. The list of current members can be found in our Project Credits. Scedule: 0:00 GMT - 2002-2-7 Nominations close 0:00 GMT - 2002-2-9 Publication of candidate list. 0:00 GMT - 2002-2-9 Publication of voter's list. 0:00 GMT - 2002-2-12 Candidate list final and announced. 0:00 GMT - 2002-2-12 Voter's list final and announced. 0:00 GMT - 2002-2-12 Voters receive their ballots. 0:00 GMT - 2002-2-12 Ballot opens 0:00 GMT - 2002-2-19 Ballot closes 0:00 GMT - 2002-2-21 Voters receive confirmation of their vote 0:00 GMT - 2002-2-22 Final tally made and published. 0:00 GMT - 2002-2-22 Archive handed over to the ASF board secretariat. Logistics for those elections (v1.04): Volunteers: Dirk-Willem van Gulik (0xEC140B81) Jim Jagielski (0xA0BB71C1) Ben Laurie (0x2719AF35) Seat: The machine daedalus.apache.org is used sa the mail relay, the time reference and the mail folder with all communication. T=0 The Announcement of the election is posted to general@jakarta.apache.org *-dev@jakarta.apache.org members@apache.org and an individual message to all people with commit access to jakarta-* projects. T+7 Nominations for PMC needs to be in by 0:00 GMT 7th of February 2001. You can either nominate yourself - or nominate someone else. What counts is the confirmation from the nominee being received. -> Posting a message to general@jakarta.apache.org and Cc: jvote@apache.org with your candidature, a short description about who you are, what you want to accomplish. -> Or if you are volunteered by someone else - a similar message confirming that you are accepting the nomination - with again - some details about yourself. -> PMC seats are open to anyone. Regardless as to wether you are a committer, lurker or coder. And you can even nominate a complete outsider (assuming he or she would consent of course.) -> The board volunteers handling the vote cannot be nominated. -> The nomination must include the email address of the nominee. And it really should be a valid one :-) T+9 On the 9th of February we will send out a list of candidates to general@. You then have exactly 48hrs to complain about omissions, mistakes, etc. T+9 On the 9th of February we will email out a list of all the committers eligible to vote to general@, *-dev, members@ and all commiters individually. Check that you are on that list. Otherwise you will not get to have your vote counted. Your @apache.org address will be used. T+12 Final list of committers eligible to vote compiled and published to general@. T+12 Final list of candidates compiled and published to general@. If there are less than 7 candiates - then the elections are canceled. T+12 On the 12th of February we will send each committer and general@ a ballot form. The ballot will contain the names of each candidate and the short description they have provided. Please return this to us on the address jvote@apache.org before the 19th of February. Voting Rules: - You have seven votes. - A ballot with no votes is invalid. - A ballot with more than seven votes in invalid. - You can only cast one vote per candidate. - If you do not use all seven votes - the remainder of the votes will be counted as abstained. - Returned ballots which are unreadable are invalid. Reminder: your vote does not have to be cast in public and for the truly paranoid - pgp keys for the voting volunteers mentioned above. Regardless of encryption: your vote will go on record in the clear with the ASF and ASF records are subject to the usual provisions for US corporations and board control. You are allowed however to Cc: in general@ - this does not make the vote invalid. VOTER: above done with make-issue.pl T+?? VOTER: use reminder script T+19 19th of February - 0:00 GMT - close of the ballot. VOTER: use close issue T+20 20th of February - I will email each committer from the list of the 9th (thus ignoring anyone who has gained commit access since then) what I received from him or her. You then have 48hrs to responds if this is wrong, if there is an omission, perceived forgery etc. VOTER: this item can be skiped. T+22 22th of February - we will publish the results to general@. The results are the name of the seven people which received the largest number of votes and the total number of valid ballots received. A archive of the ballots will be stored with the Secretary of the ASF. T+* If you see irregularities, issues, or have complaints about the procedure - complain to jvote@apache.org Be aware that there is escalation possible to the or, if things are not resolved, to board@apache.org And that the ASF Board Secretariat will have a full record. Let the games begin :-) Dw Cc: This message is sent to: general@jakarta.apache.org, members@apache.org, alexandria-dev@jakarta.apache.org, ant-dev@jakarta.apache.org, avalon-dev@jakarta.apache.org, cactus-dev@jakarta.apache.org, commons-dev@jakarta.apache.org, ecs-dev@jakarta.apache.org, james-dev@jakarta.apache.org, jetspeed-dev@jakarta.apache.org, jmeter-dev@jakarta.apache.org, log4j-dev@jakarta.apache.org, lucene-dev@jakarta.apache.org, oro-dev@jakarta.apache.org, regexp-dev@jakarta.apache.org, servletapi-dev@jakarta.apache.org, slide-dev@jakarta.apache.org, struts-dev@jakarta.apache.org, taglibs-dev@jakarta.apache.org, tomcat-dev@jakarta.apache.org, turbine-dev@jakarta.apache.org, turbine-tdk-dev@jakarta.apache.org, velocity-dev@jakarta.apache.org, watchdog-dev@jakarta.apache.org and all committers individually.