Apache Corporate Organization Chart

Shall keep accurate records of the acts and proceedings of all meetings of the members and directors.

Maintain corporate records: CCLA, ICLA, meeting minutes, etc..

• Take minutes at board meetings, and revise as directed by the board when approving them (typically, at the next meeting)
• Record and track ICLAs, CCLAs, membership/emeritus applications, and other required records of the foundation (Sam/Craig have a semi- automated workflow that does much of this)
• Ensure official records are kept updated (committee-info.txt, stuff in foundation/officers and the like)
• Track incoming bills/purchase orders/any other random correspondence and ensure they get routed to the appropriate officers

• Attend board meetings:
  • https://whimsy.apache.org/board/agenda
  • take roll call at beginning of meeting
  • take roll call vote on all special orders on agenda
  • track action items raised during meeting
• Create board minutes after meeting concludes:
  • agenda tool mostly automates this part
  • svn up board_agenda
  • svn cp board_agenda board_minutes
  • update minutes with results of meeting
  • svn commit board_minutes

• Revise minutes as directed by board

• Attend members’ meetings
  • file proxies for members’ meetings
  • after meetings, update foundation/Meetings/YYYYMMDD/memapp-received.txt
    • find the template in foundation/Meetings/memapp-received-template.txt
    • add all newly-elected members (check spelling)
    • remove trailing blanks from member names
  • for new members without apache ids
    • make account request (no specific project needed) at https://whimsy.apache.org/officers/acreq
    • request and file ICLA
• Copy approved minutes to public records after board approval
  • use board agenda tool https://whimsy.apache.org/board/agenda/
    • select meeting of approved minutes
    • select
  • if tool is not available:
  • use CMS to create board_minutes in records/
  • use CMS to update records with new board minutes
  • svn rm board_minutes
  • svn cp board_agenda archived_agendas
• Update foundation records regarding PMC chairs after board resolution
  • use board agenda tool
  • find new chair apache ids
    • get names from resolution
    • find new-chair ids via names in committer ids file
  • update LDAP with new chair
    • login to minotaur.apache.org
    • modify_pmcchairs.pl –add=new-chair,new-chair
  • send mail to new PMC chairs [1]
  • update LDAP with old chair modify_pmcchairs.pl –rm=old-chair
    • only if old chair is no longer a PMC chair
    • do this a few weeks after the new-chair is updated
    • cross reference using board subscriptions tool
  • request infra create new TLP: https://infra.apache.org/officers/tlpreq
• As needed, update foundation web pages
  • navigate to the page needing an update
  • in the url window enter javascript:void(location.href=’https://cms.apache.org/redirect?uri=’+escape(location.href))
  • select the ‘Update’ function to be sure you have the latest version
  • select the ‘Edit’ function and commit results
• Record and track ICLAs, CCLAs, membership applications, grants, NDAs, and other required records of the foundation
  • use the tool at foundation/officers/workbench to facilitate this
• If new account request is filed in error (e.g. incorrect email address or account id)
  • https://svn.apache.org/repos/infra/infrastructure/trunk/acreq/new-account-reqs.txt
  • update it via svn
• Process emeritus requests from members
  • incoming requests are filed under documents/emeritus-requests-received
  • after 10 days:
    • move requests to documents/emeritus
    • delete requests in workbench
    • update foundation/members.txt
      • move members to emeritus section
      • update number of members
    • unsubscribe emeritus member from members@
      • send mail to members-unsubscribe-=apache.org@apache.org
    • update members page via CMS:
      • http://www.apache.org/foundation/members.html
  • NOTE: LDAP groups are NOT affected by emeritus status
• Process reinstatement requests from emeritus members
  • if a Member Meeting has been scheduled, and member nominations are open:
    • add the emeritus member to nominated-members.txt with the notation “ volunteered to go Emeritus in . <he/she> has requested to be reinstated as a Member."
  • if outside the above time window, update foundation/potential-member-watch-list.txt
    • use the above notation
    • once the meeting has been scheduled, move the emeritus member to nominated-members.txt
• Track incoming bills/purchase orders and other random correspondence and ensure they get routed to the appropriate officers
  • non-secretary correspondence should be moved to received/to_operations

• Update LDAP group membership as necessary to maintain foundation/officers/iclas.txt add and remove entries in LDAP: log in to minotaur.apache.org (ssh credentials required) modify_unix_group.pl member –rm= modify_unix_group.pl member --add=

• Monitor messages to secretary@ and make sure they are being received into documents/received
  • if suspicious, look at http://minotaur.apache.org/~apmail/secmail.txt
  • the latest received document is shown
  • if documents are not being received, request infra to investigate
  • refer to file https://svn.apache.org/repos/infra/infrastructure/trunk/docs/services/secmail.txt which contains all information about the receive tool
• Process name change requests from committers/members
  • committer requests public name change
  • committer submits new ICLA with new name
  • secretary processes “additional ICLA” which results in iclas/old-name.pdf becoming iclas/old-name/icla.pdf and iclas/old-name/icla2.pdf
  • secretary changes iclas/old-name to iclas/new-name via svn
  • secretary updates officers/iclas.txt to change name ane relocate entry to alphabetic order
  • secretary updates foundation/members.txt to change name and relocate entry to alphabetic order
  • secretary updates LDAP via https://whimsy.apache.org/secretary/public-names
  • member updates web pages using CMS tool
• Update legal forms as required:
  • make changes to forms via svn apache/site/trunk/content/licenses
  • commit changes to svn
  • set environment variable USER to login on minotaur.apache.org
  • publish changes via bash: ssh -t $USER@minotaur.apache.org publish.pl ${SITE:=www} $USER

[1] Sample message to new PMC chairs subject: Congratulations on your new role at Apache cc: board@apache.org

Dear new PMC chairs,

Congratulations on your new role at Apache. I’ve changed your LDAP privileges to reflect your new status.

Please read this and update the foundation records: https://svn.apache.org/repos/private/foundation/officers/advice-for-new-pmc-chairs.txt

Warm regards,