Getting Community Buy-in for Working Group Proposals

Introduction

We're introducing a temporary process to describe how we'll gain approval to adopt permanent governance policies - basically, how we make social and technical decisions as a community. This temporary process describes how the governance working group can propose these policies and how community members can influence them and vote on them. Once permanent governance policies are in place, the temporary process will stop being used, and the permanent governance policies will be used instead.

Context

The governance working group was appointed by recommendation from Martin (jj's original author and current sole maintainer), without recommendation or approval from the broader jj community. This isn't a problem in itself - but it does mean that the governance working group (Austin Seipp/aseipp, Waleed Khan/arxanas, Martin von Zweigbergk/martinvonz, and Emily Shaffer/nasamuffin) needs to get some community approval before setting policy for the entire jj project. If we skip this step, we risk being perceived as exercising excessive control over the project.

Goals and Non-Goals

• This process will be used to approve things like a governance.md (describing the formal structure of governance used for this project), technical design approval process, and code review process.
• This is not a process that will be used forever. It is intended as a temporary process, only used to approve more permanent processes and policies for the project.
• This process is used to gather feedback, approval, and acceptance from invested jj community members. Current members of the community should be able to participate in voting without hardship.
  • Current community members include code committers, code reviewers, those providing user support, those providing quality, actionable feedback, those providing documentation (first-party or third-party), developers of jj-compatible tools and add-ons (like GUIs or IDE extensions), and those providing design input and feedback.
    • If you feel that you are a member of the community but do not fit into one of these buckets, please reach out to one of the members of the working group to have this list expanded.
• This process is the primary way for general community members to influence governance policies and processes. It should invite constructive feedback and help us form policies that are acceptable to the jj group as a whole.
  • It's intended to meet community members where they are - on GitHub and on Discord, where all development occurs and most support and technical discussion occurs.
• This is not a process for gaining unanimous agreement - there are too many of us for that to be feasible. Instead, it is a process for gaining widespread community approval.

Process

Stage 1: Advance Notice of Effort

The working group lets the community know about upcoming policy drafts they're intending to share for approval. This must happen at least a week before entering stage 3, and ideally should happen even earlier.

At this time, the working group should:

• Describe why the working group feels this policy is needed
• Describe the basic goals the policy should achieve
• Describe implementation details that are being considered, if any
• Create discussion thread on GitHub (and link to it from Discord). The GitHub discussion thread is the canonical thread for discussion and will be reused through the lifetime of a proposal as it moves through this process.

At this time, the community is invited to:

• Recommend additional goals, or discuss nuances of the stated goals the working group has already shared
• Recommend implementation details

The working group will consider these recommendations in good faith, but may choose not to adopt them.

Stage 2: Proposal Review Period

This stage lasts until the working group feels major concerns have been addressed and the proposal is ready for a vote. However, at least 72 hours must elapse between the proposal being published and the vote starting, to allow community members around the globe to read and comment. Typically, this stage should last at least one week.

At this time, the working group should:

• Share the full text of the proposal as a GitHub pull request (PR)
• Link this GitHub PR to the existing Discord notification thread and GitHub discussion
• Explain how the proposal meets the goals stated in Stage 1, either within the proposal itself or in commentary next to the proposal

At this time, the community is invited to:

• Share constructive recommendations in GitHub to modify the text of the proposal, or discuss nuances of the proposal's wording
• Share showstopper concerns in GitHub about the proposal, including details about how and why the concern is especially dire

Think of this like a code review; the goal of this stage is to build a proposal that is representative of the community's will. Keep recommendations actionable and constructive: "This clause discourages X; if we phrase it like "foo bar baz" it could be less exclusive" is much more productive than "It's obvious that the governance working group doesn't want X!"

At the discretion of the working group, but based on the outcome of the discussion, the proposal will go to a vote or the proposal will be dropped.

Stage 3: Proposal Voting Period

When the working group feels that major concerns have been addressed and is happy with the text of the proposal, the working group will open voting on the proposal.

• Voting occurs on GitHub using the poll feature and is advertised heavily on Discord during the voting period.
  • If community members want to vote but aren't able to use GitHub, they can message nasamuffin@ (on Discord, or nasamuffin at google dot com) with their vote to have it manually included. Only one working group member is listed in order to avoid accidental double-counting.
  • When voting against, community members should comment on the post explaining why and describe what change would be required for them to abstain or vote in favor.
  • Generally, assume that the votes may be publicly visible or may be made publicly visible at a later time.
• Voting is open for at least 1 week, but may be open as long as 2 weeks when appropriate. After that deadline, the GitHub poll will be locked. * The deadline must be announced at the beginning of the voting period - once voting has begun, the deadline cannot change. * The working group may set the voting period longer to encompass two weekends (for more participation around day jobs), for less urgent or more complex proposals, or to account for holidays during the voting period.
• Participants can vote in favor or against.
  • "Participants" means the group of community members as enumerated at the beginning of this document.

Proposals with 2/3 or more votes in favor at the end of the voting period will be approved.

After voting has concluded, either:

• The proposal will be implemented (if accepted)
• The proposal may be revised and begin again at stage 2 (if rejected)
• The proposal may be abandoned (if rejected)

Deciding whether to revise or abandon is up to the discretion of the governance working group. The working group is expected to double-check their assumption that the goals the proposal is attempting to meet are desirable after the proposal fails to be accepted.

Stage 4: Implementation

Typically, implementation will look like merging the document with the policy into the jj codebase and remembering to use that policy in conversations moving forward.

In some cases, implementation may also involve nomination of individuals to a group or committee. When this is necessary, expect the policy being proposed to describe how these individuals will be nominated, both initially and moving into the future.

It's possible (but unlikely) that during implementation, some obstacle will arise that means the policy doesn't actually work. If this does happen, expect the working group to be transparent with the community about the situation. We may reuse some of all of this process to figure out how to move forward.