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| Subject/Topic | Documented? |
|---|---|
| [NOTICE] Jane Doe for <project> PMC | https://www.apache.org/dev/pmc.html#newpmc Automated process PMC chairs or Members can do through Whimsy. |
https://www.apache.org/foundation/board/reportingNo specific source; see also reporter.apache.org (which directly submits reports without sending this email) Emails no longer used: both the ComDev Project Reporter tool, and the Board Agenda Tool have automated this process without any emails. | |
Not currently used in 2025. The Board Agenda Tool has also replaced Whimsy as of 2024. When directors have feedback on PMC quarterly reports, automatic email goes to the private@ list and expects the project to provide an answer there and back on the board@ list. Source: $whimsy/board/agenda/views/actions/feedback.json.rb | |
| Missing <project> report | When a project is late submitting a quarterly report, a director will email the private@ list and cc: the PMC Chair and the board list This is now automated in the Board Agenda Tool.
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| Proposed Resolution : Establish <project> | When an incubator podling graduates and proposes becoming TLP. https://incubator.apache.org/guides/graduation.html#tlp-resolution |
| Congratulations on your new role at Apache | Secretary sends from Whimsy Board Agenda Tool after Board meetings to inform new PMC chairs of their officer role (after a chair change) Email source in Whimsy project Source: https://github.com/apache/tooling-agenda/blob/main/app/api/templates/email/new-chair.jinja |
| PMC Roll Call - subject varies | When the board sees a project is inactive, has not reported recently, or is otherwise unresponsive to board questions, they request a Roll Call. Details of the process: https://www.apache.org/dev/pmc.html#roll-call |
| ASF Board Meeting Summary - November 20, 2019 | Secretary or Chair send after each board meeting, with a brief generated summary of the meeting's results . Email source in Whimsy project. Source: https://github.com/apache/tooling-agenda/blob/main/app/api/templates/email/meeting-summary.jinja |
Brainstorming: How Can We Improve?
- Document and use different mailing lists for specific and bounded purposes. For example: board-chat@ list.
- Benefit: makes it easy for list readers to follow, reduces traffic.
- Drawback: strong opposition from some list readers (historically, this often prevents new lists)
- Use [SubjectTags] on emails - somewhat regularly done with \[NOTICE], \[REPORT] \[VOTE] emails
- Benefit: allows people with mail filters to easily categorize mail
- Drawback: very inconsistent usage except in very specific documented processes
- Implement alternative task or communication tracking tools
- Benefit: some specific tasks can be done on Whimsy.a.o, which ensures that requests are routed to the right place while still echoing the results to the appropriate list.
- Drawback: requires coding & maintenance of any automation. Board Agenda, self-subscription, self-PMC list editing are all examples of successful tools.
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