After the board meeting:


Update podlings.xml to mark podling that did not report, ones whose report was missing but reported and podlings at the end of their monthly reporting period.

Assign podling shepherds using

Run clutch script (./ and generate report template(

Update wiki report page to have correct podling listed (may need to remove graduated and retired podlings and add new podlings).

Add any new PPMCs to the wiki so they can edit their report.

Send out email containing list of podlings to report and dates.

During the month:


Send out initial reminder using

Send out 2nd reminder.

Send out 3rd reminder (optional).

Remind non reporting podlings. (1st June)

Before the report is due:


Write a summary of what has happened on the mailing list with anything of interest.

List all releases made during the month /  check if incubator votes match with what’s in the release area.

List who been added/removed to IPMC during the month.

Check that PPMC members have been added correctly.

Remove the non-reporting podlings sections from the report and note them as not reporting.

Note any podlings that didn’t get mentor sign off in the report.

Reflow the report and fix the report formatting including remove text prompts for mentor activity and branding questions.

Lock the wiki page so it can’t be edited.

Send email to incubator list for review.

Submit the report to the board.

Create next month task list and email list
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