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Last active August 18, 2023 07:44
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Knative TOC 2023 Election - election officer diary
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diary.md

Knative TOC 2023 Election - election officer diary

Note: all emails sent are recorded in this Google Doc: https://docs.google.com/document/d/1oqgy9VcmZP872hUS1dQyAd3H_88UpCDdakwqY128hKA

  • Find volunteers to be election officers for the election. At least one volunteer should have previous election officer experience
  • Create a PR on https://github.com/knative/community/blob/main/groups/committee-steering/groups.yaml to add election officers to elections@knative.team
  • Create a PR for the election: knative/community#1332, based on previous election files
  • Prepare an election announcement in Google Docs and ask for SC feedback
  • Send the announcement to Knative community (knative-dev mailing list and #knative Slack channel) on the date written in the election PR
  • Prepare reminder emails in advance
    • Ask for feedback from fellow election officers
    • Send emails when they’re due: create calendar entries to send them
    • Send emails also to individual voters to let them know that they are eligible. See example in the reminders email doc. Use https://github.com/elekto-io/elekto/blob/main/scripts/elekto_emails.py to gather as many email addresses as possible. This year, the script found emails for 55 out of 58 voters.
  • Watch for knative/community repo about nominations
    • Check candidate eligibility
    • Check candidate GitHub username matching the nomination markdown file (note: Elekto is case sensitive)
  • Once election is complete
    • Send an email to SC about the election results, and include the full ordered list of candidates, even those who were not selected so that replacements can be made in the case of a vacancy (the SC should keep this list confidential)
    • Inform candidates about the result 1-2 days advance of the public announcement
    • Ask SC to create an announcement draft and provide feedback
    • Suggest SC to write a blog post similar to https://knative.dev/blog/steering/2021-12-14-steering-elections-results/
    • Create a ticket for SC/TOC to onboard the new member: knative/community#1369
    • Publish results on the repository so that Elekto can pick it up: knative/community#1370
    • Election officers and SC should create a reminder for themselves about the next election
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