Updated new committer process
diff --git a/docs/Community/NewCommitterProcess.md b/docs/Community/NewCommitterProcess.md
index 8e4f105..8d7a469 100644
--- a/docs/Community/NewCommitterProcess.md
+++ b/docs/Community/NewCommitterProcess.md
@@ -71,12 +71,12 @@
theory of sketching as well?
## Write Proposal in a DISCUSS thread
-* ***NOTE*** On <private@datasketches.apache.org> ONLY!
+***NOTE*** On <private@datasketches.apache.org> ONLY!
-```
-From: (PMC Member)
-To: private@datasketches.apache.org **ONLY! DO NOT CC!**
-Subject: [DISCUSS] Proposal to invite <candidate> as new committer.
+
+From: (PMC Member)<br>
+To: private@datasketches.apache.org **ONLY! DO NOT CC!**<br>
+Subject: [DISCUSS] Proposal to invite <candidate> as new committer.
Dear PMC,
@@ -84,48 +84,48 @@
(justification)
-This discussion will end on (month/ day at HH:MM [TimeZone]).
+This discussion will end on (month/ day at HH:MM [TimeZone]).
-If this discussion produces a positive consensus, I will proceed to a vote.
+If this discussion produces a positive consensus or no objections, I will use [lazy consensus](https://www.apache.org/foundation/voting.html) and proceed to a vote.
Regards,
(PMC Member)
-```
+
## Vote
### Write a vote email similar to the following:
-* ***NOTE*** On <private@datasketches.apache.org> ONLY!
+***NOTE*** On <private@datasketches.apache.org> ONLY!
-```
-From: (PMC Member)
-To: private@datasketches.apache.org
-Subject: [VOTE] [Candidate] as new Committer
+
+From: (PMC Member)<br>
+To: private@datasketches.apache.org<br>
+Subject: [VOTE] [Candidate] as new Committer<br>
(Summarize the results of the DISCUSS thread )
The vote will be performed as follows:
- - Voting ends X days from today, i.e, midnight UTC on YYYY-MM-DD, <TimeZone>.
- (we recommend at least 3 days)
- - At least 3 (+1) PPMC votes and no (-1) votes.
- - All PMC members including Mentors can vote.
+
+* Voting ends X days from today, i.e, midnight UTC on YYYY-MM-DD, <TimeZone>. (we recommend at least 3 days)
+* At least 3 (+1) PPMC votes and no (-1) votes.
+* All PMC members including Mentors can vote.
Please vote accordingly:
-[ ] +1 approve
-[ ] +0 no opinion
+[ ] +1 approve<br>
+[ ] +0 no opinion<br>
[ ] -1 disapprove with the reason
-Regards,
+Regards,<br>
(PMC Member)
-```
+
## Close the Vote
-* ***NOTE*** On <private@datasketches.apache.org> ONLY!
+***NOTE*** On <private@datasketches.apache.org> ONLY!
After sufficient votes have been obtained and the time as elapsed, issue an email similar to the following:
-```
+
Subject: [RESULT] Re: [VOTE] [Candidate] as new Committer
The vote is now closed.
@@ -134,106 +134,107 @@
Regards,
(PPMC MEMBER)
-```
+
## Committer Invite Example
-* ***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
+***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
Write a letter to the candidate similar to the following:
-```
-To: [Candidate]
-CC: private@datasketches.apache.org
-From: (PMC Member)
-Subject: Invitation to become DataSketches Committer
+
+To: [Candidate]<br>
+CC: private@datasketches.apache.org<br>
+From: (PMC Member)<br>
+Subject: Invitation to become DataSketches Committer<br>
Hello [Candidate]
- The datasketches(incubating) Project Management Committee (PMC) hereby offers
+The datasketches(incubating) Project Management Committee (PMC) hereby offers
you committer privileges to the project. These privileges are offered on
the understanding that you'll use them reasonably and with common sense. We
like to work on trust rather than unnecessary constraints.
- Being a committer grants you write access to all of our repositories. In our normal code committing process we all use PRs and like to have at least one other committer or PMC member review the code before it is merged into *master*. However, for trivial edits (e.g. typos, documentation corrections) you may make commits on your own.
+Being a committer grants you write access to all of our repositories. In our normal code committing process we all use PRs and like to have at least one other committer or PMC member review the code before it is merged into *master*. However, for trivial edits (e.g. typos, documentation corrections) you may make commits on your own.
- Being a committer does not require you to participate any more than
+Being a committer does not require you to participate any more than
you already do. It does tend to make one even more involved as you will
probably find that you spend more time with our project. Of course, you can decline and
instead remain as a contributor, participating as you do now.
- A. This personal invitation is a chance for you to accept or decline
+A. This personal invitation is a chance for you to accept or decline
in private. Either way, please let us know in reply to the
<private@datasketches.apache.org> address only.
- B. If you accept, you will receive a follow-up message with
+B. If you accept, you will receive a follow-up message with
the next steps to establish you as a committer.
Regards
(PMC MEMBER)
-```
+
## If Candidate Accepts, Followup Instructions
-* ***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
+***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
-```
-To: [Candidate]
-CC: private@datasketches.apache.org
-From: (PMC Member)
+
+To: [Candidate]<br>
+CC: private@datasketches.apache.org<br>
+From: (PMC Member)<br>
Subject: Welcome to the Apache DataSketches Project as a Committer!
Dear (Candidate),
Welcome to our project! We are excited to have you join us.
-To complete your admission as a committer you need to register an ICLA with ASF. Note that the ICLA contains your confidential information and should only be sent directly to the secretary@apache.org and not CC'd even to
-this private@ email address.
+To complete your admission as a committer you need to register an *Individual Contributor License Agreement* (ICLA) with ASF.
- 1. ICLA form: https://www.apache.org/licenses/icla.pdf.
- 2. Explanation of the Contributor License Agreements and how to send: https://www.apache.org/licenses/contributor-agreements.html
- 3. Make sure you send the ICLA just to the secretary@apache.org, request the secretary to notify private@datasketches.apache.org (on the form), and choose a unique Apache ID (on the form). You can look to see if your preferred ID is already taken at https://people.apache.org/committer-index.html. Please also send us an email at private@datasketches.apache.org letting us know that you have sent the ICLA to the secretary. This will enable us to monitor its progress.
+* Explanation of the ICLA: https://www.apache.org/licenses/contributor-agreements.html
+* ICLA form: https://www.apache.org/licenses/icla.pdf.
+ * On the form choose a preferred Apache ID. This will become your Apache email address, e.g. <ApacheID>@apache.org. When your account gets set up you will be able to specify a forwarding email address for messages sent to your apache.org email. You can look to see if your preferred ID is already taken at <https://people.apache.org/committer-index.html>.
+ * Under notify project write *Apache DataSketches*
+* Note that the ICLA contains your confidential information and should only be sent directly to <secretary@apache.org> and not CC'd to this private@ email address nor to me
+* In your letter to the secretary please request the secretary to notify <private@datasketches.apache.org> once the ICLA has been recorded.
+* Once you have sent your ICLA to the secretary please notify us on this private@ email address so that we can coordinate with the secretary in getting your account set up.
-After the ICLA has been recorded and your account created we will announce your joining the project on dev@datasketches.apache.org.
+After the ICLA has been recorded and your account created we will announce your joining the project on <dev@datasketches.apache.org>.
-The developer section of the website describes the roles and provides other
-resources:
- https://www.apache.org/foundation/how-it-works.html
- https://www.apache.org/dev/
+The developer section of the website describes the roles and provides other resources:
+* <https://www.apache.org/foundation/how-it-works.html>
+* <https://www.apache.org/dev/>
-The incubator also has some useful information for new committers
-in incubating projects:
- https://incubator.apache.org/guides/committer.html
- https://incubator.apache.org/guides/ppmc.html
+The incubator also has some useful information for new committers in incubating projects:
+* <https://incubator.apache.org/guides/committer.html>
+* <https://incubator.apache.org/guides/ppmc.html>
Just as before you became a committer, participation in any ASF community
requires adherence to the ASF Code of Conduct:
- https://www.apache.org/foundation/policies/conduct.html
+* <https://www.apache.org/foundation/policies/conduct.html>
-Regards,
+Again, welcome to the DataSketches project!
+
+Best Regards,<br>
(PMC Member)
-```
+
## Sample Letter from Secretary confirming filing of the ICLA
-* ***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
+***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
-```
-From: Matt Sicker (secretary)
-To: private@datasketches.apache.org
-Subject: [FORM] Account Request - candidate@gxyz.com: [Candidate]
-Date:
+
+From: Matt Sicker (secretary)<br>
+To: private@datasketches.apache.org<br>
+Subject: [FORM] Account Request - candidate@gxyz.com: [Candidate]<br>
+Date:<br>
List: private@datasketches.apache.org
-Prospective userid: 123456
-Full Name: [Candidate]
-Forwarding emal address: blah
+Prospective userid: 123456<br>
+Full Name: [Candidate]<br>
+Forwarding emal address: blah<br>
-```
-
## Account Creation
-* ***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
+***NOTE*** CC'd to <private@datasketches.apache.org> ONLY!
New account requests will only be accepted from PMC chairs and ASF members. Projects in incubation can ask their Mentors to make the account request for them.
