adding some process docs and templates

project_admin/process/committerVote.txt

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+Summary
+=======
+
+1) templates/committerVote.txt
+1a) request lazy consensus from IPMC
+2) templates/committerInvite.txt
+
+after they accept, then do:
+
+3) templates/committerAccept.txt ... the normal process for dev-to-pmc
+4) wait until we see that receipt of CLA is recorded
+5) template/committerCreate.txt
+5a) now wait until root says it is done
+5b) chair to enable their svn access
+6) template/committerDone.txt
+7 template/committerAnnounce.txt
+8) add them to the cloudstack-developers group in Jira.
+
+Discussion
+==========
+
+We do the vote on the private mailing list to enable a frank discussion.
+
+Start a separate Vote thread for each new person. This makes it much
+easier to review the mail archives.
+
+In most cases, we will be inviting people to go straight from developer
+to PPMC member. However, there may be extraordinary cases where we want
+limited work-related commit access. This will be resolved during the vote
+discussion. http://forrest.apache.org/guidelines.html#elect (yes, I know
+this is not the CloudStack project, we need to create our own guidelines)
+
+We need to be sure that they are committed people that we can work with.
+They will be our peers. We will have already observed that they are
+committed to the project and graceful toward users and other developers.
+
+Don't wait too long before proposing and don't be too hasty. There is a
+trade-off and something about timeliness. A point is reached where it
+becomes obvious that we should invite them. This encourages them and keeps
+them enthusiastic. If we leave it too long, then we risk them becoming
+disillusioned.
+
+On the PPMC list we can each say exactly what we feel about each person,
+with no holds barred. Keep the discussion concise. The praise part can
+be done later in public.
+
+See the end of this document for some guidelines to help you to assess a
+candidate.
+
+Let the Vote thread run for one week.
+A positive result is achieved by Consensus Approval
+http://forrest.apache.org/guidelines.html#approvals
+i.e. at least 3 +1 votes and no vetoes.
+Any veto must be accompanied by reasoning and be prepared to defend it.
+Other members can attempt to encourage them to change.
+
+New PPMC members can be either quiet or active as they choose. If we find
+that certain people lapse and don't ever contribute, then we can take steps
+to retire them.
+
+After a positive result, we give them a chance to decline in private.
+They can post a reply to the PPMC mailing list.
+
+After we reach a decision on the PPMC list, and after the steps above,
+we will announce it on the dev list. We can then each follow up with
+our praise in public.
+
+There are template emails for each stage of the process at ./templates/
+These may need tweaks for each case. Also remember that these templates
+are just a guide, especially the announcement one.
+
+Other notes about the process are at
+http://incubator.apache.org/guides/ppmc.html
+http://www.apache.org/dev/pmc.html#newcommitter
+
+
+
+------------------------------------------------------------------------
+Guidelines for assessing candidates
+-----------------------------------
+
+When voting, you need to make up your own mind, perhaps search mailing lists
+and Jira, etc. The following are some tips that we developed on the private@
+list. It seems that each time we discuss someone, then new ideas arise about
+what we should look for, e.g. private@ archives early July 2006.
+Also consider http://forrest.apache.org/committed.html
+
+0) Ability to work co-operatively with peers. Ability to be a mentor.
+- How do we evaluate?  By the interactions they have through mail. By how
+they respond to criticism. By how they participate in decision-making process.
+1) Community - How do we evaluate?  By the interactions they have through mail.
+2) Committment - How do we evaluate?  By time, by sticking through tough
+issues, by helping on not-so-fun tasks as well.
+3) Personal skill/ability - How do we evaluate?  A solid general understanding
+of Forrest.  Quality of discussion in mail.  Patches easy to apply with only
+a cursory review.

project_admin/readme.txt

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+This folder contains items of relevance to the management of the Apache CloudStack (incubating) project.
+
+The contents of this folder and its subfolders are not required to run or work with CloudStack.

project_admin/templates/committerAccept.txt

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+This is the followup email after they have accepted.
+
+------------------------------------------------------------------------
+To: JoeBloggs@foo.net
+Cc: cloudstack-private@incubator.apache.org
+Subject: Re: invitation to become CloudStack committer
+
+Welcome. Here are the next steps. After that we will make
+an announcement to the cloudstack-dev list.
+
+You need to send a Contributor License Agreement to the ASF.
+Normally you would send an Individual CLA. If you also make
+contributions done in work time or using work resources then
+see the Corporate CLA. Ask us if you have any issues.
+http://www.apache.org/licenses/#clas
+
+You need to choose a preferred ASF user name and alternatives.
+In order to ensure it is available you can view a list of taken ids at
+http://www.apache.org/~jim/committers.html
+
+Please notify us when you have submitted the CLA and by what means 
+you did so. This will enable us to monitor its progress.
+
+We will arrange for your Apache user account when the CLA has 
+been recorded.
+
+After that is done, please make followup replies to the cloudstack-dev list.
+We generally discuss everything there and keep this cloudstack-private@ list
+for occasional matters which must be private.
+
+The developer section of the website describes the roles
+and provides other resources:
+http://www.apache.org/foundation/how-it-works.html
+http://www.apache.org/dev/
+
+The incubator also has some useful information for new committers
+in incubating projects:
+http://incubator.apache.org/guides/committer.html
+
+In the absence of our own guidelines document we are currently 
+using those developed at Apache Forrest:
+http://forrest.apache.org/guidelines.html
+
+Yours,
+The Apache CloudStack PPMC
+
+------------------------------------------------------------------------

project_admin/templates/committerAnnounce.txt

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+This is the email to announce to cloudstack-dev after the
+followup acceptance.
+
+Replace the Joe Blogs in the subject, the ### in the body.
+
+------------------------------------------------------------
+To: cloudstack-dev@incubator.apache.org
+Subject: new committer: ###Joe Bloggs
+
+The Podling Project Management Committee (PPMC) for Apache CloudStack
+has asked #### ####### to become a committer and we are pleased to 
+announce that they have accepted.
+
+### add specific details here ###
+
+Being a committer enables easier contribution to the
+project since there is no need to go via the patch
+submission process. This should enable better productivity.

project_admin/templates/committerCreate.txt

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+Account creation email for new committers.
+
+Follow the instructions at:
+http://www.apache.org/dev/pmc.html#newcommitter
+
+Email is to be sent to root *after* the CLA is registered.
+The PMC needs to monitor iclas.txt to be sure that the CLA
+is properly received before sending this email. See above.
+
+Don't forget to add their name/email in the email headers
+and add the date/Message-Id of the PMC vote summary.
+
+If the new member is already a committer, then just need
+to ask root to add them to the UNIX groups.
+
+IPMC member updates the authorization file to add the new 
+committer to both the committer-? section and the podling 
+section of the file https://svn.apache.org/repos/infra/infrastructure/trunk/subversion/authorization/asf-authorization
+
+New PMC members need to be acknowledged by the IPMC,
+after their account is created.
+
+------------------------ snip ------------------------------
+To: root@apache.org
+Cc: cloudstack-private@incubator.apache.org, ###JoeBloggs@foo.net
+Subject: account request: ###Joe Bloggs
+
+Full name:                ...
+Preferred userid:         ... [please provide acceptable alternates!]
+Forwarding email address: ...
+
+Requested UNIX groups: cloudstack
+
+The receipt of the ICLA was recorded yesterday.
+
+The vote was conducted on the cloudstack-private@incubator list
+around YYYY-MM-DD ###
+Message-Id: ###

project_admin/templates/committerDone.txt

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+After the committer account is established.
+
+------------------------------------------------------------
+To: cloudstack-private@incubator.apache.org, ###JoeBloggs@foo.net
+Subject: account request: ###Joe Bloggs
+
+####, as you know, the ASF Infrastructure has set up your
+committer account as the username '####'.
+
+Please follow the instructions to set up your SSH,
+svn password, svn configuration, mail forwarding, etc.
+http://www.apache.org/dev/#committers
+
+Please subscribe to the CloudStack Podling Project Management 
+Committee mailing list private-cloudstack@incubator.apcahe.org.
+
+You should also join the general@incubator@apache.org list.
+
+You have commit access to specific sections of the
+ASF repository, as follows:
+
+  CloudStack has various resources at:
+  https://git-wip-us.apache.org/repos/asf/incubator-cloudstack.git
+
+
+  The general "committers" at:
+  https://svn.apache.org/repos/private/committers
+
+As per the documentation mentioned above, you need
+to 'svn switch" previous checkouts to now use https.
+
+If you have any questions during this phase, then please
+see the following resources:
+
+Apache developer's pages: http://www.apache.org/dev/
+Apache Incubator site: http://incubator.apache.org/
+Incubator Committers Guide: http://incubator.apache.org/guides/committer.html
+
+Naturally, if you don't understand anything be sure to 
+ask us on the CloudStack dev mailing list. Documentation is 
+maintained by volunteers and hence can be out-of-date and 
+incomplete.
+
+One of us will announce you to the dev list soon.
+

project_admin/templates/committerInvite.txt

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+This is the invitation email, sent after a positive result 
+from the vote for a new committer.
+
+Don't send this until there has been 72 hours for a lazy consensus
+on private@incubator.apache.org.
+
+Don't forget we need to forward this mail to 
+private@incubator.apache.org
+
+------------------------------------------------------------
+To: JoeBloggs@foo.net
+Cc: cloudstack-private@incubator.apache.org
+Subject: invitation to become CloudStack committer: Joe Bloggs #####
+
+Hello #####, the Apache CloudStack Podling Project Management Committee
+would like to invite you to become a CloudStack committer. We value 
+your contributions and are aware that you are committed to the project.
+
+Being a committer enables you to more easily make changes and so
+not need to go via the patch submission process. This should
+enable you to be more productive. 
+
+While this does not mean that you need to participate any more
+than you already do, it does tend to make one even more committed.
+Hence you will probably find that you spend more time here.
+
+Of course, you can decline and instead remain as a developer,
+contributing as you do now.
+
+This personal email is also providing a chance for you to decline
+in private. Either way, please let us know in reply only to the
+cloudstack-private@incubator.apache.org list. If you agree, then we will announce
+on the cloudstack-dev@ list after the account is established.
+
+Yours,
+The Apache CloudStack PPMC
+
+------------------------------------------------------------------------

project_admin/templates/committerVote.txt

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+This is the email to commence a vote for a new committer.
+We do this on the CloudStack Private mailing list, so as to enable
+a frank discussion.
+
+Pay special attention that the IPMC gets copied on this email
+
+------------------------------------------------------------
+To: cloudstack-private@incubator.apache.org
+Cc: private@incubator.apache.org
+Subject: [Vote] new CloudStack committer: Joe Bloggs
+
+ [ add the reasons behind your nomination here ]
+
+Voting ends one week from today, i.e. midnight UTC on YYYY-MM-DD
+http://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD
+
+[ ] +1  approve
+[ ] +0  no opinion
+[ ] -1  disapprove (and reason why)
+
+
+See voting guidelines (we need some of those so this is a TODO)
+https://svn.apache.org/repos/private/pmc/forrest/pmc-member-vote.txt
+(yes, this links to the Apache Forrest Guidelines, we don't have our own yet)
+
+------------------------------------------------------------

project_admin/templates/committerVoteResults.txt

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+This is the email to end a vote for a new PPMC member.
+We do this on the CloudStack Private mailing list as that 
+is where the vote is held..
+
+Remember that this also needs to be forwarded to 
+private@incubator.apache.org and a 72 hour period for lazy 
+consensus must follow before moving on to the next stage
+(committerInvite.txt). 
+
+------------------------------------------------------------
+To: cloudstack-private@incubator.apache.org
+cc: private@incubator.apache.org
+Subject: [RESULT] [Vote] new CloudStack committer: Joe Bloggs
+
+The vote has now closed. The results are:
+
+Binding Votes:
+
++1 [TOTAL BINDING +1 VOTES]
+ 0 [TOTAL BINDING +0/-0 VOTES]
+-1 [TOTAL BINDING -1 VOTES]
+
+The following mentors provided votes:
+
+[If three binding +1 and no binding -1]
+
+The vote passes, we now need lazy consensus approval from the IPMC. This email
+calls for that consensus.
+
+Consensus period ends 72 hours from now, i.e. XYZ UTC on YYYY-MM-DD
+http://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD&hour=0&min=0&sec=0&p0=0
+
+------------------------------------------------------------