docs: update committer nomination process documentation (#650)

Author: delei

website/community/pmc/nominate-committer.md

@@ -19,63 +19,98 @@ CANDIDATE_NAME This Must Be Public Name, Not Github Name Or Id.
 
 :::
 
-## Start a vote
+## Discuss
 
-Start a vote about the candidate via sending email to: <[email protected]>:
+If any PPMC member recognize someone has met our requirements and can be the potential committer, please start a
+discussion about the candidate via sending email to: <[email protected]>:
 
 Title:
 
 ```text
-[VOTE] Add candidate ${CANDIDATE_NAME} as a new committer
+[DISCUSS] New committer: [CANDIDATE_NAME]
 ```
 
 Content:
 
 ```text
-Hi, All Apache Fesod (Incubating) PPMC members.
-  
-I'd like to take this chance to call the vote for inviting committed
-contributor ${CANDIDATE_NAME} (GitHub id: ${CANDIDATE_GITHUB_ID}) as a new committer of Apache 
-Fesod.
+Hi all,
+
+I propose to nominate ${CANDIDATE_NAME} (GitHub id: ${CANDIDATE_GITHUB_ID}) as a new committer.
+
+[State reasons that you believe they are a good candidate.]
 
 ${CANDIDATE_NAME}'s great contributions can be found:
 
 - GitHub Account: https://github.com/${CANDIDATE_GITHUB_ID}
-- [27 PRs]: https://github.com/apache/fesod/pulls?q=is%3Apr+author%3A${CANDIDATE_GITHUB_ID}
-- [15 Issues]: https://github.com/apache/fesod/issues?q=is%3Aissue+involves%3A${CANDIDATE_GITHUB_ID}
+- [XX PRs]: https://github.com/apache/fesod/pulls?q=is%3Apr+author%3A${CANDIDATE_GITHUB_ID}
+- [XX Issues]: https://github.com/apache/fesod/issues?q=is%3Aissue+involves%3A${CANDIDATE_GITHUB_ID}
 
-Please make your valuable evaluation on whether we could invite ${CANDIDATE_NAME} as a
-committer:
+This is still in the discussion phase. If everything goes smoothly, we will proceed with the official vote 
+in a separate email.
 
-[ +1 ] Agree to add ${CANDIDATE_NAME} as a committer of Fesod.
-[  0 ] Have no sense.
-[ -1 ] Disagree to add ${CANDIDATE_NAME} as a committer of Fesod, because .....
-
-This vote starts from the moment of sending and will be open for 3 days.
+Looking forward to your thoughts and feedback.
  
 Best regards,
 ${NOMINATOR}
 ```
 
+The discussion will last at least **one week**.
+
+## Start a vote
+
+If the proposed candidate seems to be received positively by a majority of those responding, please start a vote about
+the candidate via sending email to: <[email protected]>:
+
+Title:
+
+```text
+[VOTE] Add candidate ${CANDIDATE_NAME} as a new committer
+```
+
+Content:
+
+```text
+Hi all,
+  
+This is a VOTE to add candidate ${CANDIDATE_NAME} (GitHub id: ${CANDIDATE_GITHUB_ID}) as a new committer.
+
+This has been discussed here: [Link to DISCUSS thread on lists.apache.org] If you have more to 
+add to the discussion, please do so there, rather than in this VOTE thread.
+
+Please vote accordingly:
+
+[ +1 ] Yes, add this committer
+[  0 ] Abstain
+[ -1 ] No, do not add this committer
+
+Voting ends one week from today, i.e. midnight UTC on YYYY-MM-DD
+https://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD
+
+See voting guidelines at
+https://community.apache.org/pmc/adding-committers.html
+```
+
+Let the Vote thread run for **one week**.
+
 Note that, Voting ends one week from today, i.e.:
 
 - [midnight UTC on YYYY-MM-DD](https://www.timeanddate.com/counters/customcounter.html?year=YYYY&month=MM&day=DD)
 - [Apache Voting Guidelines](https://community.apache.org/newcommitter.html)
 
 ## Close Vote
 
-After **at least 3 `+1` binding vote** and **no veto**, claim the vote result:
+After **at least 3 +1 binding vote** and **no veto**, claim the vote result:
 
 Title:
 
 ```text
-[RESULT][VOTE] Add candidate ${CANDIDATE_NAME} as a new committer
+[RESULT] [VOTE] Add candidate ${CANDIDATE_NAME} as a new committer
 ```
 
 Content:
 
 ```text
-Hi, all:
+Hi all,
 
 The vote for "Add candidate ${CANDIDATE_NAME} as a new committer" has PASSED and closed now.
 
@@ -109,7 +144,7 @@ Content:
 ```text
 Hello ${CANDIDATE_NAME},
 
-The Apache Fesod (Incubating) (PPMC)hereby offers you 
+The Apache Fesod (Incubating) (PPMC) hereby offers you 
 committer privileges to the project.
 
 These privileges are offered on the understanding that
@@ -175,7 +210,8 @@ When recording of your ICLA is noted, you will
 receive a follow-up message with the next steps for
 establishing you as a committer.
 
-${NOMINATOR} (as represents of The Apache Fesod (Incubating) PPMC)
+${NOMINATOR}
+On behalf of Apache Fesod (Incubating) PPMC
 ```
 
 ## The candidate accepts the invitation
@@ -214,8 +250,43 @@ After that is done, please make followup replies to the [email protected] lis
 We generally discuss everything there and keep the
 [email protected] list for occasional matters which must be private.
 
-The developer section of the website describes roles within the ASF and provides other
-resources:
+${NOMINATOR}
+On behalf of Apache Fesod (Incubating) PPMC
+```
+
+## Add the candidate to the committer list
+
+After the candidate accepts the invitation and the iCLA is recorded, add the candidate to the committer list
+by [whimsy roster tools](https://whimsy.apache.org/roster/committee/fesod)
+
+![Roster](/img/community/roster-add-committer.png)
+
+## Welcome the new committer
+
+Send a welcome email to the new committer.
+
+Title:
+
+```text
+Welcome, ${CANDIDATE_NAME}, New Committer!
+```
+
+Content:
+
+```text
+Hello, ${CANDIDATE_NAME},
+
+As you know, the ASF Infrastructure has set up your committer account
+with the username `[apacheID]`
+
+You will now be able to merge approved PRs on GitHub for this project.
+(You'll need to associate your GitHub account with your Apache email
+address.)
+
+You can manage your account settings at https://id.apache.org/
+
+The developer section of the website describes roles within the ASF and 
+provides other resources:
   https://www.apache.org/foundation/how-it-works.html
   https://www.apache.org/dev/
 
@@ -224,33 +295,59 @@ in incubating projects:
   https://incubator.apache.org/guides/committer.html
   https://incubator.apache.org/guides/ppmc.html
 
+You now have expanded access to portions of the Whimsy toolset
+specific to committers: https://whimsy.apache.org/
+
+As an ASF committer, you now also have commit access to specific
+sections of the ASF Foundation repository, as follows:
+
+The general "committers" at:
+https://svn.apache.org/repos/private/committers
+
 Just as before you became a committer, participation in any ASF community
 requires adherence to the ASF Code of Conduct:
   https://www.apache.org/foundation/policies/conduct.html
 
-Yours,
-The Apache Fesod (Incubating) PPMC
-```
+If you have any questions during this phase, then please
+see the following resources:
 
-## Add the candidate to the committer list
+Apache developer's pages: https://www.apache.org/dev/
+Incubator committer guide: https://incubator.apache.org/guides/committer.html
 
-After the candidate accepts the invitation and the iCLA is recorded, add the candidate to the committer list by [whimsy roster tools](https://whimsy.apache.org/roster/committee/fesod)
+Naturally, if you don't understand anything be sure to ask us on the 
+Fesod dev mailing list. Documentation is maintained by volunteers 
+and hence can be out-of-date and incomplete - of course you can now
+help fix that.
 
-![Roster](/img/community/roster-add-committer.png)
+A PPMC member will announce your election to the dev list, and we
+encourage you to introduce yourself there.
+
+${NOMINATOR}
+On behalf of Apache Fesod (Incubating) PPMC
+```
 
 ## Announcement
 
-Once the nominee accepts the invitation and the commit bit is granted, it's encouraged to send an announcement email to <[email protected]> to welcome the new committers. Here is an email template:
+Announcing the new committer in the <[email protected]> mailing list.
+
+Title:
+
+```text
+[ANNOUNCEMENT] New committer: ${CANDIDATE_NAME}
+```
+
+Content:
 
 ```text
-Hello, everyone
+The Podling Project Management Committee (PPMC) for Apache Fesod (Incubating)
+has invited ${CANDIDATE_NAME} to become a committer and we are pleased
+to announce that they have accepted.
 
-On behalf of the Apache Fesod (Incubating) PPMC, I'm happy to announce that
-${CANDIDATE_NAME} has accepted the invitation to become a committer of
-Apache Fesod (Incubating).
+[State New Committers's contribution, if available and relevant.]
 
-Welcome, and thank you for your contributions!
+Please join us in welcoming ${CANDIDATE_NAME} to their new role and
+responsibility in our project community.
 
-Best regards,
 ${NOMINATOR}
+On behalf of Apache Fesod (Incubating) PPMC
 ```