300 lines
8.2 KiB
ReStructuredText
300 lines
8.2 KiB
ReStructuredText
This repository contains OpenStack Elections reference documents
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and tooling to run elections.
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================
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Election Process
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================
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PTL Elections
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=============
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Selecting Election Dates
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------------------------
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Things to keep in mind when selecting election dates:
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* Election Dates must be as per the `TC charter <https://governance.openstack.org/tc/reference/charter.html>`_
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which is "The election is held no later than 3 weeks prior to each
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cycle final release date(on or before ‘R-3’ week)"
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* At least 48 hours in between email deadline and poll start
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* Consider extra-atcs approval deadlines
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* Allow at least a week for nomination period
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``tox -evenv -- setup-election-config`` can be used to pick some possible dates that need to be
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checked by the election officials and TC. Once these dates are confirmed/merged
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election officials can create a change against the `releases repo <https://opendev.org/openstack/releases>`_
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to include these dates in the development schedule. A helper tool ``tox -evenv -- update-releases-calendar``
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will generate this change, but needs to be verified before publishing
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Preparation
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-----------
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As early as possible but at least a month before election starts:
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* Edit elections details (timeline, cycle timeframe):
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* ``edit configuration.yaml``
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* Prepare new election, e.g.:
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* ``tox -evenv -- create-directories``
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* Commit to update website
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* Update Release Schedule
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A couple of weeks before election starts:
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* Send *PTL Election Season* email
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* ``tox -e venv -- template-emails election_season``
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PTL Candidacy Round
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-------------------
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When PTL Candidacy start:
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* Send *PTL Nominations Kickoff* email
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* ``tox -e venv -- template-emails nominations_kickoff``
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During the PTL Candidacy round:
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* Validate candidacy, e.g.:
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* ``tox -evenv -- check-all-candidacies``, or
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* ``tox -evenv -- ci-check-all-candidate-files candidates/release/project/candidates``, or
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* ``tox -evenv -- check-candidacy change_id``
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* To +2 a candidate:
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* check commit link is indeed valid
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* check filename is email address
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* cursory check the candidacy statement
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* To +Workflow, checks the previous +2 details, find another commits using
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``--limit 5`` (optional)
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* Check candidate list and fix badly generated names through changes to the
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``exception.txt`` file or requesting the candidate to update their OSF member
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profile.
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Once the email deadline is reached:
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* Ask the TC chair to tag the governance repository
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* Generate the electorate rolls. This generates the rolls for all project
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teams even if they aren't going to hold an election.
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* ``tox -evenv -- generate-rolls``
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A couple of days before the candidacy submission ends:
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* Render statistics and send *Motivation call for PTL candidacy round*, e.g.:
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* ``tox -evenv -- render-statistics``
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* Send *PTL Nominations Last Days* email:
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* ``tox -e venv -- template-emails nominations_last_days``
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When PTL Candidacy submission ends:
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* Send *PTL Nominations End* email
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* ``tox -e venv -- template-emails end_nominations``
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* When the tag is available, generate ATC rolls, e.g.:
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* ``tox -evenv -- generate-rolls``
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* Compare ATC rolls with at least one other election official
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PTL Election Round
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------------------
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When PTL Election begins:
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* Send email to eligible electorates to opt in to CIVS voting system using
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their Gerrit email address in https://civs1.civs.us/cgi-bin/opt_in.pl
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* `Create CIVS page
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<https://wiki.openstack.org/wiki/Election_Officiating_Guidelines#Running_the_election_itself>`_
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* Upload rolls
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* CIVS has a maximum number of electorate emails you can upload at a time
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without crashing, limit to 500 at a time
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* Send *PTL Voting Kickoff* email
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* ``tox -e venv -- template-emails voting_kickoff``
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A couple of days before the PTL Election ends:
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* Send *PTL Voting Last Days* email
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* ``tox -e venv -- template-emails voting_last_days``
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When PTL Election ends:
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* Close the election and update the results:
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* ``tox -evenv -- close-election --round ptl``
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* ``edit doc/sources/results/release/ptl.yaml`` and set election winners to ``true``
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* NOTE: We no longer need document TC-APPOINTMENT or LEADERLESS as the
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``update-governance`` step will communicate that to the TC and the process
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in that repo will set the project leader.
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* Commit the change and review the results
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* Send *PTL Results* email
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* This is ``doc/source/results/release/announce_ptl.rst`` generated by
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building the docs with ``tox -e docs`` after
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``doc/source/results/release/ptl.yaml`` has been created and updated
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* Update governance repo:
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* ``tox -e venv update-governance -- --governance-repo ../governance/``
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TC Elections
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============
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Selecting Election Dates
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------------------------
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Things to keep in mind when selecting election dates:
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* Election Dates must be as per the `TC charter <https://governance.openstack.org/tc/reference/charter.html>`_
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which is "The election is held no earlier than 6 weeks and no later
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than 4 weeks prior to each cycle final release date (between ‘R-6’
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and ‘R-4’ week)"
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* Allow for at least 48 hours between email deadline and polling beginning
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* Allow at least a week for nomination and campaign periods
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``setup-election-config`` can be used to pick some obvous dates that need to be
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checked by the election officials and TC
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Preparation
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-----------
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As early as possible but at least a month before election starts:
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* Edit elections details (timeline, cycle timeframe):
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* ``edit configuration.yaml``
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* Commit to update website
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* Update Release Schedule
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A couple of weeks before election starts:
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* Send *TC Election Season* email
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* ``tox -e venv -- template-emails election_season``
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TC Candidacy Round
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------------------
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When TC Candidacy starts:
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* Send *TC Nominations Kickoff* email
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* ``tox -e venv -- template-emails nominations_kickoff``
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During the TC Candidacy round:
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* To +2 a candidate:
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* check candidate profile using https://www.openstack.org/community/members/
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* check filename is email address
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* cursory check the candidacy statement
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* To +Workflow, check the previous +2 details
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A couple of days before the candidacy submission ends:
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* Send *TC Nominations Last Days* email
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* ``tox -e venv -- template-emails nominations_last_days``
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When TC Candidacy submission ends:
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* Send *TC End Nominations* email
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* ``tox -e venv -- template-emails end_nominations``
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Once the email deadline is reached:
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* Ask the TC chair to tag the governance repository
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* Generate the electorate rolls.
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* ``tox -evenv -- generate-rolls``
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TC Campaigning
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--------------
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The TC election includes a period after the candidates are defined but before
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the election, for candidates to answer questions from the community. Open this
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with:
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* ``tox -e venv -- template-emails campaigning_kickoff``
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TC Election Round
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-----------------
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Before TC Election begins:
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* Send email to eligible electorates to opt in to CIVS voting system using
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their Gerrit email address in https://civs1.civs.us/cgi-bin/opt_in.pl
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* Create CIVS page
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* Title the poll: $RELEASE Technical Committee Election Poll
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* Enable detailed ballot reporting
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* Send to other officials to verify
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* Check number of seats
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* Check closing date
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When TC Election begins:
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* Upload rolls
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* CIVS has a maximum number of electorate emails you can upload at a time
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without crashing, limit to 500 at a time* Send *TC Voting Kickoff* email
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* ``tox -e venv -- template-emails voting_kickoff``
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A couple of days before the TC Election ends:
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* Send *TC Voting Last Days* email
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* ``tox -e venv -- template-emails voting_last_days``
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When TC Election ends:
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* Close the election
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* Run: ``tox -e venv -- close-election --round tc``
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* ``edit doc/source/results/release/tc.yaml`` setting the winners to ``true``
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* Commit change and push review
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* Send *TC Results* email
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* This is ``doc/source/results/release/announce_tc.rst`` generated by
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building the docs with ``tox -e docs`` after
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``doc/source/results/release/tc.yaml`` has been created and updated
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* Update ``reference/members`` in governance repository
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* Add new members
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* Remove ``chair`` and ``vice-chair`` from file
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* Commit change and push review
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* Update ``tc-election-summary.py`` with election statistics
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* Optionally send *TC Election Statistics* email
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