Thunderbird Council Election Templates
Below are some templates that can be used to communicate to the Thunderbird community what is happening during a Council election. They should be sent from a council member’s thunderbird.net e-mail address.
Note that the subjects are bolded, followed by the email body.
Please replace any XXXX with a value.
Council election announcement
This email announces the election and the electoral roll. It gets sent to a fairly wide audience, e.g. firstname.lastname@example.org, email@example.com. The Reply-To address should be set to firstname.lastname@example.org. The Council (email@example.com) should be BCCed. Note that the sender must be subscribed to the above groups for the email to go through.
Thunderbird Council Elections XXXX - Preliminary Electoral Roll
Hello Mozillians and friends of Thunderbird,
The next Thunderbird Council election is coming up. As in previous years, people eligible to vote and to stand as candidates need to be on an electoral roll. Contributors are eligible to be an elector if they have contributed 10 or more hours per year of involvement in the Thunderbird project. To illustrate this, if a contributor first became involved three years ago then the expected contribution is at least 30 hours, if two years ago then at least 20 hours, and if one year ago or less then at least 10 hours. Contributors may self-nominate, and on request must submit examples that illustrate their level of involvement.
Contribution can be any of the following:
- triaging bugs;
- fixing, or reviewing code changes;
- providing support on SUMO or other forums;
- localizing Thunderbird, related websites, or extensions;
- testing, writing, or reviewing add-ons;
- furthering the Thunderbird cause by constructive contributions to tb-planning; or public relations, including writing blog posts, posting on social media, artwork, etc.
People working for Mozilla who dedicate time to Thunderbird are also eligible.
This simple rule will spare us any complicated metric, such as “x number of patches submitted”, “x bugs submitted” or “x SUMO comments written”, etc. If we have missed a group of contributors, or if you are unsure if your contribution qualifies, please reach out to the Council (at council@thunderbirdnet), or me personally.
Since we already know some of the people who are dedicating time, their most precious asset, to Thunderbird, we have prepared a preliminary electoral roll based on previous years. This is available at XXXX. Note that new additions have the year they were added in parentheses after their names, e.g. “(2020)”.
We ask voters who were previously added to the electoral roll to check for themselves whether they still fulfill the criteria mentioned above and inform us if they are no longer contributing to the Thunderbird project at the required level.
To reiterate, people who are not on the preliminary electoral roll can contact any member of the Council (at firstname.lastname@example.org), mentioning their contribution and asking to be added to the electoral roll. The idea is not to make it hard to be on the electoral roll.
In general, the election process will work as in past years (as documented at https://wiki.mozilla.org/Thunderbird/Council_Election), follow-up emails will include more instructions on the exact timeline, but you will have until XXXX to be added to the electoral roll.
The election will be run by a neutral third party: XXXX.
Thanks, XXXX Thunderbird Council member
Nomination for vote
This email announces the nomination period to run for the election. It gets sent to the electorate (email@example.com) and should CC whoever is running the election. In the past, the nomination deadlines have been at midnight UTC (e.g. Wed 7 March, 23:59:59 UTC).
Thunderbird Council Elections - Nomination Deadline: XXXX
Welcome to the XXXX Thunderbird Council Elections. You have all been invited to participate in determining the next Thunderbird Council for XXXX/XXXX+1. We are opening the nomination period, which will conclude on XXXX.
Members of the electorate who desire to stand for election should send their self-announcement to this mailing list (firstname.lastname@example.org also accessible via https://thunderbird.topicbox.com/groups/thunderbird-election), titled: “Standing for Election: <name>”, and stating in the body of the email:
- current professional affiliation (if any);
- a statement summarizing their contributions to Thunderbird; and
- a personal statement.
The following requirements have been set for this election:
- Candidates must be in good standing with the community.
- Candidates that wish to be part of the upcoming Thunderbird Council are required to sign a Mozilla NDA, which will be made available to standing candidates once the discussion period is over. Candidates succeeding in the elections will then be required to sign to begin their term.
- At most two people from the same organization can be elected into the council.
- Both the Mozilla Corporation and Mozilla Foundation are considered separate companies to MZLA Technologies.
After the nomination deadline, there will be a period for discussion, followed by the actual vote. If more than two people from the same organization stand for election, we will additionally hold a pre-election to determine the two leading members of each respective organization. The full process is detailed on the wiki.
During the nomination period, this list will be moderated so that only messages for contributors standing for election will be posted or questions clarifying the election process. Please note that it might take some time for the moderators to approve posts, if your post has not appeared after a day or so please reach out to me (XXXX) or XXXXOTHERMODERATOR (XXXX). If you would like the email used by the list to be updated, please reach out to me directly (XXXX).
Once the nomination period has passed, we will open up the list for discussion where you can ask questions towards the candidates of this year’s election. The list will then be unmoderated, but we would like to remind everyone of the Community Participation Guidelines. Note that the election mailing list is private and cross-posting is not allowed. XXXX will be overseeing the voting process as an impartial voting supervisor.
Please reply to this email if you have any questions!
Thanks, XXXX Thunderbird Council member
This is sent with a few days left in the nomination period. It gets sent to the electorate (email@example.com) and should CC whoever is running the election.
One week nomination period ends on XXXX
This is a reminder of the schedule for the Thunderbird Council Election
The 1-week nomination period is happening now, and will end on XXXX.
All nominations must be posted by the 23:59:59 UTC on XXXX.
Afterwards, this list will remain open for a 1-week further discussion period, until XXXX.
Voting instructions will be sent out on XXXX. Voting will close on XXXX, and results will be announced around XXXX.
If you have election administration questions, please ask on this list (or ask XXXX_election_admin_XXXX directly) and we will do our best to answer them.
Thanks, XXXX Thunderbird Council member
Nominations are now closed
The nomination period is over. The following candidates have self-nominated and are standing for election:
- XXXX candidate 1
- XXXX candidate 2
This list remains open for a discussion period, until XXXX. This time can be used to ask questions to the candidates on how they stand on specific issues, or suggest issues the next council should tackle.
In order to ensure a safe and positive experience, please remember that—as with any Thunderbird community conversation—the Community Participation Guidelines apply. Express yourself in a way that is respectful and constructive, and be prepared to understand different perspectives. We look forward to hearing your thoughts. Posts should be directed only to the mailing list with one recipient, so please remember to use Reply, not Reply All.
As we have received more than 2 nominations from people affiliated with MZLA Technologies, we will be holding a pre-election. This will occur in the form of a ranked vote, where you can determine your order of preference for just the MZLA Technologies candidates:
- XXXX MZLA candidate 1
- XXXX MZLA candidate 2
Succeeding in the pre-election does not guarantee a slot in the council. The top two candidates emerging from this vote will then participate in the final council elections, where you will need to vote for them again if you intend to see them in office.
Instructions for the pre-election will be sent out on XXXX. The final vote for the new council members will begin on XXXX. Voting will close on XXXX, and results will be announced around XXXX.
Pre-election Voting period open
ACTION REQUIRED: Pre-election voting is open
I have opened the one-week voting period for the pre-election of MZLA Technologies candidates. All subscribers to this list should be receiving voting instructions with a link to the OpaVote site. Your voting link is unique, so please do not share it.
This vote is to determine which 2 MZLA Technologies candidates will later take part in the final elections. The following candidates are available to receive votes:
- XXXX candidate 1
- XXXX candidate 2
The voting system applied is Scottish STV, a type of ranked choice voting. OpaVote has an overview of how ranked choice voting works: https://www.opavote.com/methods/ranked-choice-voting as well as specifics on Scottish STV: https://www.opavote.com/methods/single-transferable-vote#scottish-stv. Note you do not need to fill in XXXX candidates if you do not wish to.
Candidates succeeding in this pre-election do not have a guaranteed position in the new Thunderbird Council, if you do intend for them to take office you will need to vote for them again in the final elections.
Voting will be open for 1 week and end on XXXX DATE/TIME/TIMEZONE. Afterwards, the voting period for the final elections will be opened. Please let me know if you have any questions or if you are an eligible voter and did not receive the email with the OpaVote link.
Voting period open
ACTION REQUIRED: Voting is open for the final council member vote.
I have opened the one-week voting period for the final council elections. This vote is to determine the final set of council members. The following candidates are available to receive votes:
- XXXX candidate 1 (affiliation)
- XXXX candidate 2 (affiliation)
All subscribers to this list should be receiving voting instructions with a link to the OpaVote site. Your voting link is unique, so please do not share it.
The voting system applied is Scottish STV, a type of ranked choice voting. OpaVote has an overview of how ranked choice voting works: https://www.opavote.com/methods/ranked-choice-voting as well as specifics on Scottish STV: https://www.opavote.com/methods/single-transferable-vote#scottish-stv. Note that you do not need to fill in 7 candidates if you do not wish to.
Your vote is important to ensure good community representation in the Thunderbird Council. Please spend a moment to decide which candidate statements speak to you most. If you filter this list for “Standing for Nomination” you should find all personal statements quickly.
Voting will be open for 1 week and end on XXXX DATE/TIME/TIMEZONE. Please let me know if you have any questions or if you are an eligible voter and did not receive the email with the OpaVote link.
Voting period closed
The voting period has closed
The 1-week voting period for the XXXX_final_or_pre_XXXX elections has concluded, and XXXX_election_admin_XXXX will be closing the OpaVote election.
XXXX_election_admin_XXXX will post the detailed results of the vote to this list shortly. Thank you everyone for taking part in these elections, we look forward to congratulating the new council members.