Skip to content

Commit

Permalink
Normalize docs; streamline meeting FAQ page
Browse files Browse the repository at this point in the history
  • Loading branch information
@ShaneCurcuru
ShaneCurcuru committed Feb 2, 2025
1 parent 8e0c72f commit 29a351e
Show file tree
Hide file tree
Showing 2 changed files with 62 additions and 36 deletions.
6 changes: 3 additions & 3 deletions lib/whimsy/asf/meeting-util.rb
View file
Original file line number Diff line number Diff line change
Expand Up @@ -26,13 +26,13 @@ class MeetingUtil
MEETING_FILES = { # Filename in meeting dir, pathname to another deployed tool, or URL
'README.txt' => 'README For Meeting Process And Roll Call',
'runbook/email_03_nomination_of_board.txt' => 'How To Nominate Someone For Board',
'/members/nominate_board.cgi' => 'Nominate someone for the Board',
'/members/nominate_board.cgi' => 'Nominate someone for the Board - NEW PROCESS!',
'runbook/email_02_nomination_of_members.txt' => 'How To Nominate A New Member',
'/members/nominate_member.cgi' => 'Nominate someone for ASF Member',
'/members/nominate_member.cgi' => 'Nominate someone for ASF Member - NEW PROCESS!',
'/members/proxy.cgi' => 'Submit A Proxy/Check Your Proxies',
'agenda.txt' => 'Official Meeting Agenda',
'/members/check_boardnoms.cgi' => 'Cross-check existing Board nominations',
'board_ballot.txt' => 'Official Board Candidate Ballots and Statements',
'board_ballot.txt' => 'Official Board Candidate Ballots and Statements - NEW PROCESS!',
'board_nominations.txt' => 'Official list of Board Nominations',
'/members/check_membernoms.cgi' => 'Cross-check existing New Member nominations',
'nominated-members.txt' => 'Official list of New Member nominations',
Expand Down
92 changes: 59 additions & 33 deletions www/members/meeting.cgi
View file
Original file line number Diff line number Diff line change
Expand Up @@ -77,7 +77,7 @@ _html do
_whimsy_body(
title: PAGETITLE,
subtitle: 'Member Meeting Overview',
relatedtitle: 'Meeting How-Tos',
relatedtitle: 'Meeting Explainers',
related: {
'/members/proxy' => 'PLEASE Assign A Proxy For The Meeting',
'https://www.apache.org/foundation/governance/meetings' => 'How Meetings & Voting Works',
Expand All @@ -87,7 +87,7 @@ _html do
'/members/non-participants' => 'Members Not Participating Recently',
'/members/inactive' => 'Inactive Member Feedback Form',
RECORDS_DIR => 'Official Past Meeting Records',
'https://lists.apache.org/list.html?members@apache.org' => 'Read members@ List Archives'
'https://lists.apache.org/list.html?members@apache.org' => 'Read the members@ List Archives'
},
helpblock: -> {
if Time.now > meeting_start_time
Expand All @@ -114,29 +114,46 @@ _html do
_span.glyphicon.glyphicon_time ''
_ " #{meeting_start_time.strftime(DTFORMAT)} "
end
_ "as an online "
_a 'ASFMM.apache.org chat tool meeting', href: 'https://asfmm.apache.org'
_ " for less than an hour. Please carefully read the timeline for this meeting: "
_ 'as an online meeting in the'
_strong ' NEW '
_a 'ASFMM.apache.org chat tool', href: 'https://asfmm.apache.org'
_ ' for less than an hour. Most activity happens in the weeks before the meeting. Please review the meeting timeline, and some NEW PROCESS steps!'
if /test/i =~ meeting_type
_br
_strong "NOTICE NOTICE NOTICE: This is TEST MEETING DATA ONLY - NOT AN ACTUAL MEETING :NOTICE NOTICE NOTICE"
end
end
_ul do
_li "Nominations open: #{mtg_timeline['nominations_open_date']} - seconds and Statements may be added"
_li "Nominations close: #{mtg_timeline['nominations_close_date']} - no further nominations added"
_li "Record Date set: #{mtg_timeline['nominations_notice_date']} - New Member candidates list sent"
_li "Election ballots locked: #{mtg_timeline['vote_create_date']} - no further changes to seconds, statements"
_li "Polls open for voting: #{mtg_timeline['vote_open_date']} - vote online at vote.apache.org"
_li "Polls close: #{mtg_timeline['polls_close_date']} - vote early!"
_li "Online meeting starts on ASFMM: #{mtg_timeline['meeting_iso']} - quorum required here; expect a short meeting"
_li "New Member Applications due before: #{mtg_timeline['member_form_date']}"
_li do
_a 'Nominations Open', href: '#nominations'
_ ": #{mtg_timeline['nominations_open_date']} - Seconds and Statements may be added"
end
_li "Nominations Close: #{mtg_timeline['nominations_close_date']} - no further nominations allowed"
_li do
_a 'Record Date set', href: '#seconds'
_ ": #{mtg_timeline['nominations_notice_date']} - New Member candidates list sent to members-notify@"
end
_li "Election Locked: #{mtg_timeline['vote_create_date']} - no further changes to Seconds, Statements"
_li do
_a 'Polls Open', href: '#recess'
_ ": #{mtg_timeline['vote_open_date']} - vote online at vote.apache.org"
end
_li "Polls Close: #{mtg_timeline['polls_close_date']} - vote early!"
_li do
_a 'Online Meeting', href: '#secondhalf'
_ ": #{mtg_timeline['meeting_iso']} - quorum required here; expect a short meeting"
end
_li do
_a 'New Member Applications', href: '#after'
_ " due before: #{mtg_timeline['member_form_date']}"
end
end
_p do
_ 'Currently, we will need '
_span.text_primary attend_irc
_ " Members who have NOT submitted a proxy, to attend the meeting on #{meeting_start_time.strftime(WDAYFORMAT)} and respond to Roll Call to reach quorum and continue the meeting, so that between Members actually attending, and Members who have assigned a proxy are counted as attending."
_ " Calculation: Total voting members: #{num_members}, with one third for quorum: #{quorum_need}, minus previously submitted proxies: #{num_proxies}"
_ " Members who have NOT submitted a proxy to login to the online meeting #{meeting_start_time.strftime(WDAYFORMAT)} to reach quorum and continue the meeting."
_br
_ "Calculation: Total voting members: #{num_members}; one third for quorum: #{quorum_need}; minus previously submitted proxies: #{num_proxies}"
end
end
}
Expand All @@ -157,32 +174,32 @@ _html do
end
else
_ 'You have not submitted a proxy - even if you can attend the the meeting, '
_a "please assign a proxy - it's easy!", href: '/members/proxy'
_strong 'please'
_a " assign a proxy - it's easy!", href: '/members/proxy'
end
end
end

_div id: 'nominations'
_whimsy_panel("Timeline: Nominations and Seconds Period (until 10 days BEFORE meeting)", style: 'panel-default') do
_whimsy_panel("Timeline: Nominations and Seconds Period", style: 'panel-default') do
_p do
_ 'Before an Annual meeting, Members may nominate candidates for the Board election, or as New Member Candidates. Nominations are only official if placed in the correct files; although much discussion also happens on members@.'
_ul do
['/members/nominate_board.cgi',
'/members/nominate_member.cgi',
'/members/proxy.cgi',
'agenda.txt',
'/members/check_boardnoms.cgi',
'/members/check_membernoms.cgi',
'board_ballot.txt'].each do |f|
'/members/check_membernoms.cgi'].each do |f|
_li do
emit_link(svn_mtg_dir, f, ASF::MeetingUtil::MEETING_FILES[f])
end
end
end
_ 'During this period, many other members may add Seconds or their own personal recommendations to various nominees in the official files.'
_ 'Anyone nominated for the Board should decide if they accept the nomination, and place a Director Candidate Statement in the board_ballot.txt'
_ 'During this period, Members may add Seconds Statements of their own personal recommendations to various nominees.'
_ 'Director Nominees should decide to accept the nomination, and then '
_a 'add a Candidate Statement to their ballot', href: "#{svn_mtg_dir}/runbook/director_ballot_email.txt"
_br
_strong "Nominations will close at: #{mtg_timeline['nominations_close_date']}!"
_strong "Nominations close at: #{mtg_timeline['nominations_close_date']}!"
end
end

Expand All @@ -192,32 +209,39 @@ _html do
_ "Record date: #{mtg_timeline['nominations_notice_date']}"
end
_p do
_ '10 days before the meeting, per bylaws 3.7 the official list of eligible Members is fixed, along with nomination lists for the meeting. A NOTICE of any candidates nominated for Membership will be sent out to members-notify@.'
_ 'No further names may be added to nominations, and director candidates should have added any Director Candidate Statements before the official ballots are frozen.'
_ '10 days before the meeting, per bylaws 3.7 the official list of eligible Members is fixed, and the NOTICE of any candidates nominated for Membership will be sent out to members-notify@.'
_ 'No further names may be added to nominations, and director candidates should have '
_a 'added their Candidate Statement to their ballot', href: "#{svn_mtg_dir}/runbook/director_ballot_email.txt"
_ ' before the official ballots are frozen.'
_ul do
['nominated-members.txt', '/members/proxy.cgi', 'board_ballot.txt'].each do |f|
['agenda.txt',
'/members/check_boardnoms.cgi',
'/members/check_membernoms.cgi'].each do |f|
_li do
emit_link(svn_mtg_dir, f, ASF::MeetingUtil::MEETING_FILES[f])
end
end
end
_ 'Also, you can still submit a proxy if you have not done so yet!'
_strong "Ballot files are frozen for vote creation at: #{mtg_timeline['vote_create_date']}!"
end
end

_div id: 'firsthalf' # Pre-2022 meeting anchor

_div id: 'recess'
_whimsy_panel("Timeline: Voting By Email (approx. week before meeting)", style: 'panel-info') do
_whimsy_panel("Timeline: Voting By Email (until 24 hours before meeting)", style: 'panel-info') do
_p do
_strong 'NOTE: new, simplified vote.apache.org process!'
_strong 'NEW PROCESS simplified vote.apache.org process!'
_ "Polls will open #{mtg_timeline['vote_open_date']}, and the vote monitors will send eligible voters an email "
_code 'From: voter@apache.org'
_ ' with simple instructions for voting over the next several days.'
_ ' with updated instructions on voting.'
_ 'Voting is now done by simply logging into vote.apache.org with your Apache ID - no more need for a voting key in email!'
end
_p do
_strong 'REMEMBER:'
_ "Ballots close at #{mtg_timeline['polls_close_date']} - ONE FULL DAY (24 hours) BEFORE the meeting starts - don't wait to vote!"
end
_p do
_ul do
_li do
_a 'New Members are Elected By Majority Yes/No/Abstain vote, when elections held', href: 'https://www.apache.org/foundation/governance/meetings#membervoting'
Expand All @@ -238,11 +262,9 @@ _html do
_p do
_a href: "http://www.timeanddate.com/worldclock/fixedtime.html?iso=#{meeting_start_time.strftime(TADFORMAT)}" do
_span.glyphicon.glyphicon_time ''
_em '(time in various zones)'
_em '(meeting time in various zones)'
end
_ 'The single online meeting on asfmm.apache.org is typically short - it\'s primarily briefly reporting from officers, announcing vote results and any last-minute announcements. Members do not need to attend the meeting if you proxied or voted; all results will be emailed or checked into SVN.'
_ 'Various data files about the meeting (raw-irc-log, board voting tally if present) will be checked in soon after the meeting for historical records.'
_ 'Votes for the Omnibus resolution, if any, are included in raw-irc-log. We do not publish vote results for new member nominees.'
_ul do
_li do
_a 'ASFMM meeting tool (requires ASF Member Login)', href: 'https://asfmm.apache.org/'
Expand All @@ -256,7 +278,11 @@ _html do
_a 'What-If tool for analyzing Board STV votes', href: '/members/whatif'
end
end
end
_p do
_ 'Note: If quorum is not achieved within 15 minutes, the online meeting may be rescheduled - be sure to submit a proxy!'
_ 'Various data files about the meeting (raw-irc-log, board voting tally if present) will be checked in soon after the meeting for historical records.'
_ 'Votes for the Omnibus resolution, if any, are included in raw-irc-log. We do not publish vote results for new member nominees.'
end
end

Expand Down

0 comments on commit 29a351e

Please sign in to comment.