Create 2023 election documents (#1562)

* Create 2023 election documents * Fix links * Remove Morgan's middle name * Update elections/2023/governance-committee-election.md Co-authored-by: Juraci Paixão Kröhling <[email protected]> * Include final dates * Apply suggestions from code review Co-authored-by: Juraci Paixão Kröhling <[email protected]> * Remove paragraph about gc size change --------- Co-authored-by: Juraci Paixão Kröhling <[email protected]> Co-authored-by: Trask Stalnaker <[email protected]>
open-telemetry · Jul 26, 2023 · 04b23be · 04b23be
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diff --git a/elections/2023/governance-committee-candidates.md b/elections/2023/governance-committee-candidates.md
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+# 2023 OpenTelemetry Governance Committee Candidates
+
+## List of candidates
+
+In alphabetical order:
+
+- [Candidate Name](#candidate-name)
+
+<!--
+### Candidate 1
+![Candidate Name](static/candidate-picture.png)
+- Company: Company Name
+- GitHub: [username](https://github.com/username)
+Description of candidate
+---
+-->
diff --git a/elections/2023/governance-committee-election.md b/elections/2023/governance-committee-election.md
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+# OpenTelemetry 2023 Governance Committee election
+
+Please see **[the list of candidates running in the election here](./governance-committee-candidates.md)**.
+
+This document lays out the 2023 election process per the OpenTelemetry governance committee [charter document](../../governance-charter.md#establishment-of-a-governance-committee) requirements.
+
+This election should fill four seats.
+
+Election schedule:
+
+* 13 October 2023 - final deadline to submit nominations
+* 16 October 2023 - official nominees list published
+* 23 October 2023 to 25 October 2023 - voting takes place
+* 27 October 2023 - results announced
+
+We highly encourage participation in this election cycle to ensure that the community is well-represented by the Governance Committee.
+
+# TL;DR
+
+* If you've been nominated or are willing to nominate yourself: check the [charter document](../../governance-charter.md) and confirm you are ready for the commitment. Make sure to provide all necessary information before 13 October 2023 23:59 UTC
+* If you are an active community member: confirm that you are on the voters list (see [election announcements issue](https://github.com/open-telemetry/community/issues/1561)) or register yourself before 20 October 2023 23:59 UTC.
+* Vote between 23 October 2023 00:00 UTC and 25 October 2023 23:59 UTC via the [voting link](https://vote.heliosvoting.org/helios/elections/1ee70ee4-11ce-11ee-aaf8-0a8c9aac83f9/view)
+* Keep being awesome and contributing to the project!
+
+# Vacancies
+
+Current governance committee members (alphabetical order):
+
+* [Alolita Sharma](https://github.com/alolita), Apple, until October 2024
+* [Ben Sigelman](https://github.com/bhs), Lightstep, until October 2023
+* [Bogdan Drutu](https://github.com/BogdanDrutu), Splunk, until October 2023
+* [Daniel Dyla](https://github.com/dyladan), Dynatrace, until October 2024
+* [Juraci Paixão Kröhling](https://github.com/jpkrohling), Grafana Labs, until October 2023
+* [Morgan McLean](https://github.com/mtwo), Splunk, until October 2024
+* [Ted Young](https://github.com/tedsuo), Lightstep, until October 2023
+* [Trask Stalnaker](https://github.com/trask), Microsoft, until October 2024
+* [Yuri Shkuro](https://github.com/yurishkuro), Facebook, until October 2023
+
+Five people must be elected in this election, each with two-year terms. Note that five current Governance Committee members end terms as part of this election cycle, though they are welcome to run again for one of the five vacancies.
+
+# Voting process
+
+Anyone can track the 2023 election process via [this GitHub issue](https://github.com/open-telemetry/community/issues/1477). This year's election committee consists of governance committee members Daniel Dyla, Morgan McLean, and Trask Stalnaker. None of whom are up for reelection this year. We strive for transparency in the election process and hold the community's interests as our priority. In particular, we will ensure that all documents and assets related to the 2023 election process are public, and we will attempt to record and distribute notes for any meetings held as part of this process.
+
+For the 2023 elections, [Helios Voting](https://vote.heliosvoting.org/) was chosen as it's a hosted solution with cryptographic guarantees that no GC members can meddle with the results. 
+
+Helios voting also allows us to add GitHub handles to the list of voters in addition to email addresses. We need this, as we count contributions based on GitHub contributions and do not always have the contributor's actual email address. The disadvantage of Helios is that it does not support ranked voting.
+
+The governance committee also evaluated [Condorcet Internet Voting Service](https://civs1.civs.us/) and [Elekto](https://elekto.dev/) but found that they had limitations making Helios a better alternative. Specifically, CIVS does not have GitHub integration and Elekto is beta software not recommended for production use. We welcome other suggestions for the future.
+
+# Nominations
+
+As per [the charter document](../../governance-charter.md#establishment-of-a-governance-committee), anybody is eligible to run for the Governance Committee. During the "call for nomination" period, people can be nominated or nominate themselves by submitting a Pull Request adding said candidate to the [governance-committee-candidates.md](./governance-committee-candidates.md) file in the OpenTelemetry community repository. The template in that file includes the following columns:
+
+* Full name
+* GitHub alias
+* Company affiliation (if applicable)
+* Short bio or reasoning to join the Governance Committee (no more than a short paragraph)
+* _Optional_: photo/picture of a nominee
+
+The election committee will not merge the Pull Request until the candidate has confirmed their desire to be nominated (if not self-nominating) and has been ratified via PR comments.
+
+Nominees should also send their email address to [[email protected]](mailto:[email protected]) – it will be kept private and used only for candidate communications as the election process proceeds.
+
+The Governance Committee or appointed people will contact every nominee directly to ensure the commitment and desire to be nominated.
+
+# Voter Eligibility
+
+All [members of standing](../../governance-charter.md#members-of-standing) will automatically be eligible to vote. To confirm your eligibility status, see the [election announcements issue](https://github.com/open-telemetry/community/issues/1561). If your code contributions do not meet eligibility requirements but you believe your non-code contributions should make you eligible to vote, you can request an exemption by submitting an exemption [request form](https://forms.gle/GWuGZKku326pCLUo6).
+
+One of two options will be available in the form to prove eligibility:
+
+* GitHub handle
+* List either:
+  * Your contributions to OpenTelemetry that make you eligible to vote, or
+  * Your non-code contributions per the [Members of Standing section of the charter](../../governance-charter.md#members-of-standing): particularly, your relationship to a well-known project that's taken a hard dependency on OpenTelemetry, or your involvement with a well-known organization's adoption of OpenTelemetry as an end-user.
+
+All exemption forms are private. Only the current governance and election committee members will have access to this information. The governance committee will discard the lists one month after the election.
+
+# Vote
+
+Everyone with voting rights may log into [Helios Voting](https://vote.heliosvoting.org/helios/elections/1ee70ee4-11ce-11ee-aaf8-0a8c9aac83f9/view) using their GitHub account. Voting will be approval voting, where each voter may select up to five candidates. The five candidates with the most votes win the election.
+
+The election committee will accept late registrations to vote and requests to re-send the voting link via email to [[email protected]](mailto:[email protected]). We encourage pre-registration to minimize the effort required to run this election.
+
+Per Helios, voting is entirely private: nobody will know any individual's vote.
+
+# Results
+
+Voting will close on 25 October 2023 at 23:59 UTC. Nominees will be stack ranked. If a nominee becomes ineligible (for instance, if more than three topmost nominees work for the same company), the election committee will skip those nominees and pick the nominee with the next-highest score. The exact scores for each candidate will be public.
+
+# Schedule
+
+| Date                      | Activity                                                                                                                                   |
+| ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------ |
+| June 2023                 | This document announced                                                                                                                    |
+| August 2023               | Election blog post and call for nominations                                                                                                |
+| 13 October 23:59 UTC      | End of call for nominations                                                                                                                |
+| 16 October                | On or before this date Election Committee verifies commitment of all candidates not self-nominated                                         |
+| 16 October                | Nominees ratified and pull requests merged on or before this date                                                                          |
+| 16 October                | Preliminary list of nominees announced after ratification of all nominees                                                                  |
+| 16 October                | List of nominees is finalized on [community](https://github.com/open-telemetry/community) GitHub and advertised via mailing list and Slack |
+| 20 October 23:59 UTC      | Deadline to apply for a member of standing exemption                                                                                       |
+| 23 October 2023 00:00 UTC | Voting period begins                                                                                                                       |
+| 25 October 2023 23:59 UTC | voting ends                                                                                                                                |
+| 27 October 2023           | Results are announced                                                                                                                      |