We briefly discussed this in IRC / Telegram. Since we have talked about this for a couple years already, we will move ahead. @amsharma will take lead to reach out to inactive members via email.

Inactive members are identified and list is shared with D&I team admin members for a review.
Response is awaited by 9th May, 2019.

Inactive members list is reviewed and finalized by D&I group admins.

Mail communication draft is under review with D&I group admins and mail will be send on 13th May to inactive members CC D&I group admins.

We may want to revisit the list once again after we see recent involvements. Suggestions?

@amsharma Hey, thanks for following up. Do you have specific action items in mind? As far as I am aware, this ticket can be closed as complete. :clapper: I suggest we close it by next Monday unless there are specific action items to follow up on.

I think we already sent the emails, right @amsharma ?

No Jona, we never sent any mail as I asked "We may want to revisit the list once again after we see recent involvements. Suggestions? "

@amsharma It was not clear from your last reply if the email follow-ups were sent. Thank you for clarifying.

I suggest we turn this ticket into a docs ticket and define a voluntary, time-based method of determining team membership.

I wondered why we have a hard time with off-boarding inactive members over the years. It is easy to on-board a new person, but off-boarding is usually harder. Nobody wants to feel mean or rude by removing someone from a team roster if a person has not been around. Nothing is stopping a removed person from coming back in six months, a year, or longer and wanting to get involved again. But removing them from the group could be demotivating depending on context.

Instead of determining team membership off of actions, what if every release cycle, tbe team lead polls all existing members to see if they wish to remain involved? They could email sponsored members of the group and request them to confirm their interest to continue participating. If they answer yes, they remain in the group and retain their voting rights. If they answer no or do not answer within a defined period of time (e.g. two weeks), they are removed with the option to return later if they wish.

This makes it easier for us to determine who wants to remain involved with the team. It also makes it easier for someone to step down if they don't have the same time to commit. I like this approach better because it creates a cycle of checking in with our team members to see how things are going.

What do y'all think about this approach? Does it seem like a good way of handling our membership policy? If so, we can turn this ticket into a docs ticket and work on adding new documentation. Once other docs tickets are resolved, I could write a draft.

I think we have other open tickets that cover the needs of responsibilities and membership of the D&I team: #65, #89, #103. There is not clear closing criteria on this ticket, so I think we should focus our efforts on other tickets around documentation, for the reason I explained in my previous comment.

I'm closing this issue out. :clapper: Let's work on pushing forward with the docs issues, especially #89 and #103.