Thinking out loud here. If this ever happens again, where should we leave breadcrumbs in the documentation so we can avoid going through this?
I seriously doubt that we would spend the time to update whimsy PMC tooling to make this easier. I don't see anywhere in the whimsy web site to put this information, which will require a combination of updates to the receiving PMC to include some of the retiring PMC members; an update to committer-info.txt; an update to committer-info.yaml; and... anything else? Craig > On Mar 1, 2024, at 09:22, sebb <seb...@gmail.com> wrote: > > I've dropped Flume from CI.txt and updated CI.yaml. > Hopefully that is sufficient. > Probably at some stage the YAML tags need to be enhanced to better > cater for merges. > > Sebb > > On Fri, 1 Mar 2024 at 15:43, Craig Russell <apache....@gmail.com> wrote: >> >> Hi Ralph, >> >>> On Feb 29, 2024, at 23:10, Ralph Goers <ralph.go...@dslextreme.com> wrote: >>> >>> The Flume PMC members WERE added to the Logging Services PMC. That was >>> reported in the board report at the time. >> >> But the Flume PMC information is still in committee-info.txt so the tooling >> still thinks it exists... >> >> Craig >>> >>> Ralph >>> >>>> On Feb 29, 2024, at 1:15 PM, Craig Russell <apache....@gmail.com> wrote: >>>> >>>> The required action that I see (which was never done) is to remove Flume >>>> from committers/board/committee-info.txt and add the four Flume PMC >>>> members to the Logging project PMC. >>>> >>>> Then run some scripts to broadcast the change to the rest of infra. >>>> >>>> I'd expect either Secretary or any Logging PMC member with privileges >>>> would be the right person for the task. >>>> >>>> Craig >>>> >>>>> On Feb 29, 2024, at 11:20, Matt Sicker <m...@musigma.org> wrote: >>>>> >>>>> Flume wasn’t retired, though; it was merged with Logging Services. This >>>>> is the first time two PMCs went through M&A, so I’m not sure on the >>>>> specifics here. >>>>> >>>>>> On Feb 29, 2024, at 03:44, sebb <seb...@gmail.com> wrote: >>>>>> >>>>>> I'm not sure on this one. >>>>>> >>>>>> Whimsy has a function to retire a PMC, but that may includes other >>>>>> actions which are not appropriate here. >>>>>> Merely removing the entry is insufficient, as that can lose some >>>>>> important details. These are recorded in the sibling YAML file. >>>>>> >>>>>> Will need to check further if anything else needs to be done for this >>>>>> case. >>>>>> >>>>>> On Thu, 29 Feb 2024 at 07:10, Christian Grobmeier <grobme...@apache.org> >>>>>> wrote: >>>>>>> >>>>>>> Thanks, Sebb. >>>>>>> Can I edit the file and remove all references to Flume directly? >>>>>>> Or is there some other process to manipulate this file? >>>>>>> >>>>>>> -- >>>>>>> The Apache Software Foundation >>>>>>> V.P., Data Privacy >>>>>>> >>>>>>> On Thu, Feb 29, 2024, at 00:01, sebb wrote: >>>>>>>> It looks like Flume is still listed as a separate PMC in >>>>>>>> committee-info.txt, which is presumably why the reminder was sent. >>>>>>>> >>>>>>>> On Wed, 28 Feb 2024 at 20:53, Christian Grobmeier >>>>>>>> <grobme...@apache.org> wrote: >>>>>>>>> >>>>>>>>> Hello Secretary, >>>>>>>>> >>>>>>>>> The Apache flume project was merged into logging services. Please be >>>>>>>>> so kind and update the report reminders. >>>>>>>>> >>>>>>>>> Thank you! >>>>>>>>> Christian >>>>>>>>> >>>>>>>>> -- >>>>>>>>> The Apache Software Foundation >>>>>>>>> V.P., Data Privacy >>>>>>>>> >>>>>>>>> On Wed, Feb 28, 2024, at 21:19, Bessenyei Balázs Donát wrote: >>>>>>>>> >>>>>>>>> I am still getting these emails, even though I believe I should not. >>>>>>>>> Who do I reach out to about this? >>>>>>>>> >>>>>>>>> >>>>>>>>> Thank you, >>>>>>>>> Donat >>>>>>>>> >>>>>>>>> >>>>>>>>> On Wed, Feb 28, 2024 at 9:16 PM Sander Striker >>>>>>>>> <board-ch...@apache.org> wrote: >>>>>>>>> >>>>>>>>> Hello, >>>>>>>>> >>>>>>>>> According to our records, you are listed as the chair of Flume, >>>>>>>>> a committee that is due to submit a report by Wed Mar 13th >>>>>>>>> for the next ASF board meeting. This is an initial reminder to >>>>>>>>> prepare a >>>>>>>>> report for Flume and submit it as described below. >>>>>>>>> >>>>>>>>> In the Apache governance model, the ASF board delegates >>>>>>>>> responsibility for >>>>>>>>> managing projects to PMCs. This allows projects to govern themselves, >>>>>>>>> in >>>>>>>>> terms of their own development goals, guidelines, and volunteer >>>>>>>>> spirit, >>>>>>>>> within the scope of our purpose as an open source foundation. The >>>>>>>>> state >>>>>>>>> allows us to provide an umbrella of corporate protection to our >>>>>>>>> projects >>>>>>>>> and volunteers, but only to the extent that we retain active and >>>>>>>>> effective >>>>>>>>> oversight of each project's operation on behalf of the public's >>>>>>>>> interest. >>>>>>>>> >>>>>>>>> To enable the board to provide oversight across the foundation, each >>>>>>>>> PMC >>>>>>>>> is tasked with providing the board a quarterly report on the health of >>>>>>>>> their project. This allows us to hear your heartbeat, to see the >>>>>>>>> project >>>>>>>>> through your eyes, and to inform the public through our meeting >>>>>>>>> minutes. >>>>>>>>> >>>>>>>>> Thank you for being a responsible project chair and helping us >>>>>>>>> maintain >>>>>>>>> oversight over the Apache Software Foundation. If, for whatever >>>>>>>>> reason, >>>>>>>>> a full report is not possible by the deadline, please report just >>>>>>>>> that. >>>>>>>>> It's okay to postpone a report by a month. >>>>>>>>> >>>>>>>>> Please note that we will be reviewing and approving these reports, >>>>>>>>> asynchronously, during the week prior to our scheduled board meeting. >>>>>>>>> Reports received after Wed Mar 13th will be postponed to the >>>>>>>>> next regular meeting. Please try to submit your report early. >>>>>>>>> >>>>>>>>> >>>>>>>>> Submitting your report >>>>>>>>> ---------------------- >>>>>>>>> >>>>>>>>> Full details about reporting to the board are at >>>>>>>>> >>>>>>>>> https://www.apache.org/foundation/board/reporting >>>>>>>>> >>>>>>>>> Please be aware that the board is looking for your personal >>>>>>>>> observations, >>>>>>>>> assessment, and ideas, not just raw statistics. >>>>>>>>> >>>>>>>>> Chairs may use one of several mechanisms to submit or edit their >>>>>>>>> report: >>>>>>>>> >>>>>>>>> a) the Apache Reporter Service >>>>>>>>> https://reporter.apache.org/ >>>>>>>>> >>>>>>>>> b) the Whimsy online agenda tool >>>>>>>>> https://whimsy.apache.org/board/agenda/2024-03-20/Flume >>>>>>>>> >>>>>>>>> c) carefully editing and committing changes to the dated agenda in >>>>>>>>> https://svn.apache.org/repos/private/foundation/board >>>>>>>>> >>>>>>>>> d) or, if none of the above work, send an email to bo...@apache.org >>>>>>>>> with >>>>>>>>> Subject: [REPORT] Flume >>>>>>>>> >>>>>>>>> If you believe it won't be possible to prepare a report before the >>>>>>>>> deadline, >>>>>>>>> or if the PMC is aware that the Chair is unavailable, please report >>>>>>>>> that >>>>>>>>> and we can reschedule or have someone else report on your behalf. >>>>>>>>> >>>>>>>>> >>>>>>>>> Attending the Board Meeting >>>>>>>>> --------------------------- >>>>>>>>> >>>>>>>>> The formal board meeting (usually an online videoconference) will be >>>>>>>>> held at >>>>>>>>> >>>>>>>>> Wed, 20 Mar 2024 at 21:00 UTC >>>>>>>>> >>>>>>>>> which in other time zones is >>>>>>>>> >>>>>>>>> https://timeanddate.com/s/43dk >>>>>>>>> >>>>>>>>> As always, chairs and ASF members are welcome to attend the board >>>>>>>>> meeting. >>>>>>>>> However, in most cases, we will not be using meeting time to discuss >>>>>>>>> reports >>>>>>>>> unless you specifically request time to speak in person. >>>>>>>>> >>>>>>>>> During the week prior to the meeting, the directors will read the >>>>>>>>> received >>>>>>>>> reports, make comments (if any) within the agenda tool, discuss those >>>>>>>>> comments on the board and/or private committee lists, and vote to >>>>>>>>> approve. >>>>>>>>> >>>>>>>>> If we have comments on a report, we will forward them during the >>>>>>>>> review and attempt to complete any associated action items as well. >>>>>>>>> This will allow us to be more responsive to project needs and give you >>>>>>>>> an opportunity to expand on your report if additional details are >>>>>>>>> requested prior to the meeting. >>>>>>>>> >>>>>>>>> Regular board meetings are held monthly, as scheduled at >>>>>>>>> >>>>>>>>> https://svn.apache.org/repos/private/committers/board/calendar.txt >>>>>>>>> >>>>>>>>> >>>>>>>>> Requesting a Board Action >>>>>>>>> ------------------------- >>>>>>>>> >>>>>>>>> If you want the board to make a decision related to your report, such >>>>>>>>> as >>>>>>>>> changing the chair, establishing a new committee, or allocating a >>>>>>>>> budget >>>>>>>>> for something related to Flume, you should author a resolution >>>>>>>>> for that purpose or ask a director to do so for you. >>>>>>>>> >>>>>>>>> To make this easier, there are several templates we use for common >>>>>>>>> board >>>>>>>>> resolutions. They can be found in >>>>>>>>> >>>>>>>>> https://svn.apache.org/repos/private/committers/board/templates >>>>>>>>> >>>>>>>>> or accessible within the Whimsy online agenda tool >>>>>>>>> >>>>>>>>> https://whimsy.apache.org/board/agenda/2024-03-20/Flume >>>>>>>>> >>>>>>>>> If you do place a resolution before the board and that resolution >>>>>>>>> has not been preapproved before the board meeting, you are encouraged >>>>>>>>> to attend the meeting in person to address any last-minute questions >>>>>>>>> or concerns that might arise. >>>>>>>>> >>>>>>>>> Thanks, >>>>>>>>> The ASF Board >>>>>>>>> >>>>>>>>> >>>>> >>>> >>>> Craig L Russell >>>> c...@apache.org >>>> >>> >> >> Craig L Russell >> c...@apache.org >> Craig L Russell c...@apache.org
