reducing update meeting policy

[parispittman]

drawing out what the policy would look like if we were to reduce the community group requirement from quarterly to once a year.
why?

• less than half of the groups we have meet this requirement now (and haven't for the last year); let's make it something that everyone can meet without being a burden
• addition of the annual report
• it's not possible to have all groups go even twice a year based on 12 meetings with 4 slots and 37 community groups.
• the language in there now for how to meet the requirement with sending an update to k-dev or using the KubeCon update isn't straightforward and also paints a picture that we should change it
• most give updates at least one KubeCon a year

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[spiffxp]

/lgtm
/hold
for any input from other steering members

Once a year feels too infrequent but I would rather document the state of today than continue to pretend these policies are adhered to as currently written

[nikhita]

Maybe we make this twice a year instead of quarterly/once a year?

This would mean:

1. One community meeting update, notes published to k-dev by the meeting host
2. SIGs send a summary or presentation update to the k-dev mailing list

While this doesn't happen today, this seems like a good middle ground to me....thoughts?

[parispittman]

we will need to give them a schedule of when each is due or else its not going to happen. when we were smaller and could do quarterly, there was the prompt from the community meeting host that they were due. @castrojo can we make it work by adding them to the schedule as 'k-dev' so when the host prompts community meeting, they prompt those that also need to do a k-dev update?

[talked about this at ContribEx; we can have host prompt kdev and live meeting update so twice a year is possible. just need to account in annual report and stuff like that.]

[nikhita]

when we were smaller and could do quarterly, there was the prompt from the community meeting host that they were due.

Was this just a couple of years ago? Seems so long ago haha...

Lgtm to do this in a follow-up, please don't treat my comment as a blocker. 👍

[tpepper]

/lgtm
to capture current reality and iterate on figuring out a pragmatic/proactive middle between quarterly and annual.

[cblecker]

/lgtm

[dims]

/lgtm

[spiffxp]

/hold cancel
I feel like we've had enough steering eyes on this