DMB consider logs in one place

docs/who-makes-ubuntu/councils/dmb-meetings.md

@@ -22,14 +22,35 @@ The meeting starts on Matrix in the {matrix}`meeting` channel, and we then offer
 ## Chair
 
 We share the responsibility of chairing the meetings.
-At the end of every meeting, we pre-select the next meeting's chair.
 
+The chair drives the meeting according the agenda, ensures we are following
+the rules of the {ref}`dmb-voting-and-quorum` section, assigns follow up tasks
+like {ref}`dmb-application-communication`.
 
-## Quorum
+At the end of every meeting, we try to pre-select the next meeting's chair.
 
-[Quorum was originally publicly discussed](https://discourse.ubuntu.com/t/open-discussion-meetings-quorum/5966) on the community forum.
-The specific meaning of **quorum** for voting [was later clarified](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001763.html) and is explained in the {ref}`dmb-voting-and-quorum` section.
+The chair is furthermore repsonsible to ensure that {ref}`meeting-logs` are made
+publicly available.
 
+(meeting-logs)=
+## Meeting Logs
+
+Over the years there have been many forms of meeiting logs, sites logging IRC,
+[meetingology](https://wiki.ubuntu.com/meetingology) based logs,
+missed logs :-/, mail summaries and more. When experimenting to offer video
+calls for more efficient evaluation of the candidate more types like textfiles,
+auto generated logs, google docs or video recording got used.
+
+The goals of these logs is to:
+- allow to retrace how people have been evaluated
+- allow to refer to when a decision was done
+- allow someone to prepare for an application based on former ones
+
+To be able to do that a public accessible folder for the
+[DMB Meeting logs](https://drive.google.com/drive/u/1/folders/18n6c0AjNnMwYg17DYQZcP3ge_1Kx5W0d).
+was established. Old logs, from the different sources of the past, got added
+and now allow searching across all of them as well as an easy way to download
+all for any other kind of processing.
 
 ## General progress during meetings
 

docs/who-makes-ubuntu/councils/dmb-rules.md

@@ -22,54 +22,30 @@ This rule [was proposed](https://lists.ubuntu.com/archives/devel-permissions/202
 (dmb-voting-and-quorum)=
 ## Voting and quorum
 
-Applications must reach +1 in order to pass.
-If the meeting is quorate and all members present vote in the same way (+1 or -1), then the application will have passed or failed -- the remaining members cannot overturn the vote.
-If the vote is in doubt then it is *hung* and the remaining members will be asked to vote by email or at the next meeting.
-In this case those members are entitled to ask the applicant further questions if they still have any upon reviewing the meeting log.
+* The total number of active board members should be 7, with a quorum of 4.
 
-> Quorum votes are required to make any decision., however if quorum is not reached at first meeting, at the next meeting majority present votes are required.
+* We don't require quorum to hold meetings, we only require 'quorum' during voting
 
-The details for this rule, and **quorum** voting in particular, are not always clear, so the TL:DR for this rule is, any proposal or application that is voted on at a regular meeting must use the process shown in the Python function below;
-if the function does not result in pass or fail, then at the next scheduled meeting, the vote will pass with only a majority of present members (meaning the sum of votes from present members must be greater than 0).
+* Members vote on applications or proposals by giving -1 (reject), 0 (abstain), or +1 (approve)
 
-```{note}
-This rule was proposed and approved in a [mailing list thread](https://lists.ubuntu.com/archives/devel-permissions/2021-August/001728.html), that was discussed and then [extended to a poll](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001756.html) for which [the results](https://lists.ubuntu.com/archives/devel-permissions/2021-November/001782.html) are explained below.
-```
-
-As *quorum* can be difficult to parse under all circumstances, an explanation from a [mailing list post](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001763.html) (and [follow up post](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001764.html) for a tie vote) is summarized in this Python function, where `total_members` is the total number of **active** board members (which is typically 7):
-
-```none
-def do_vote(*votes, total_members=7):
-
-  absent = total_members - len(votes)
-
-  net_vote = sum(votes)
+* The sum of all votes given must reach >0 (a majority) to pass a vote.
 
-  min = net_vote - absent
+* The vote must be quorate for it to be valid.
 
-  max = net_vote + absent
+  * However if quorum is not reached at first meeting, then at the next meeting a "majority of present votes" is sufficient to pass.
 
-  if min > 0:
+* If the meeting is quorate and all members present vote in the same way (+1 or -1), then the application will have passed or failed -- the remaining members cannot overturn the vote. However if the verdict was not unanimous, then the remaining members will be asked to vote by email or at the next meeting.
 
-    print(f'Vote minimum {min} > 0, vote passes')
+* If the vote is in doubt (for example, if 4 members are present and the vote is tied) then it is *hung* and the remaining members will be asked to vote by email or at the next meeting.
 
-  elif max < 0:
+* In the case of a deferred email or next-meeting vote, those members are entitled to ask the applicant further questions if they still have any upon reviewing the meeting log (or recording).
 
-    print(f'Vote maximum {max} < 0, vote fails')
 
-  elif min == max == net_vote == 0:
-
-    print(f'Vote is tied, vote fails')
-
-  else:
-
-    print(f'Vote is between {min} and {max}, outcome unknown as quorum was not reached')
+```{note}
+These rules are complex, a different approach to make it less misunderstandable
+is by expressing it as a {ref}`dmb-vote-function`.
 ```
 
-This function represents the meaning of **quorum** votes.
-Note that if **`total_members`** is 7, if the number of voters is less than 4, it is impossible to pass or fail.
-
-
 (dmb-application-communication)=
 ## Application-related communication
 

docs/who-makes-ubuntu/councils/dmb-vote-code.md

@@ -0,0 +1,47 @@
+---
+orphan: true
+---
+
+(dmb-vote-function)=
+# DMB vote funtion
+
+The text on {ref}`dmb-rules` should be easier to consume, but if in doubt
+here a different way to express it.
+
+These rules were proposed in
+* this [mailing list thread](https://lists.ubuntu.com/archives/devel-permissions/2021-August/001728.html)
+* then [extended to a poll](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001756.html)
+* with the [results](https://lists.ubuntu.com/archives/devel-permissions/2021-November/001782.html)
+* then [clarified again](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001763.html)
+* and [finalized](https://lists.ubuntu.com/archives/devel-permissions/2021-October/001764.html)
+* Also earlier [Quorum was publicly discussed](https://discourse.ubuntu.com/t/open-discussion-meetings-quorum/5966) on the community forum.
+
+All that is summarized in this Python-like function:
+
+```python
+def do_vote(votes, total_members=7):
+    """
+    This function prints exactly one of: "passed", "failed", "hung", "require follow up".
+
+    :param votes: list of integers (-1, 0, +1) representing votes cast by members present
+    :param total_members: int, number of active board members (default 7)
+    """
+    quorum = 4
+    dmb_members_present = len(votes)
+    sum_of_votes = sum(votes)
+    non_abstain_votes = [v for v in votes if v != 0]
+    if dmb_members_present >= quorum:
+        # unanimous among dmb_members_present non-abstain voters
+        if non_abstain_votes and all(v == 1 for v in non_abstain):
+            print("passed and final")
+        if non_abstain_votes and all(v == -1 for v in non_abstain):
+            print("failed and final")
+        if sum_of_votes > 0:
+            print("passed, but can be overturn by absent members voting by mail until or at next meeting")
+        if sum_of_votes < 0:
+            print("failed, but can be overturn by absent members voting by mail until or at next meeting")
+        # tie or zero sum
+        print("hung, absent members are asked to vote by mail until or at next meeting")
+    else:
+        print("Not quorate - require follow up, next time majority of present members votes will suffice")
+```