(meetings): Informative meeting process

Signed-off-by: Daniel Silverstone <dsilvers@digital-scurf.org>

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@@ -34,6 +34,9 @@ The primary version control repository is a GitLab:
 There is an identical copy on Lars's personal git server:
 <http://git.liw.fi/subplot/>. You can use either.
 
+# Regular meetings
+
+As a project, we hold [[regular meetings|meetings]], we'd love to see you at one of them.
 
 # Reporting issues
 
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+[[!meta title="Subplot meetings"]]
+
+# Policy
+
+1. The Subplot project holds regular meetings
+2. These meetings are arranged by a core developer (one of Daniel or Lars)
+3. These meetings are held regularly and are open to anyone who wishes to attend
+4. Meeting logs are recorded into this website
+5. If any of this policy changes, this web page will be updated. Changes to
+   this policy are managed as per [[project governance|governance]]
+6. Subsequent content on this page is to be considered informative, not normative.
+
+# Why have meetings?
+
+Subplot is primarily developed by people who live in different countries.
+As such it's important that we stay in touch and coordinate our efforts.
+Also, we do not want to be in a situation where decisions are made in back
+channels or secret conversations and thus are not properly recorded and
+communicated to those contributors to the project who are not able to make
+it to meetings.
+
+# Who attends meetings?
+
+Currently Subplot meetings require only one of the core contributors to attend
+in order for them to be quorate; though in general at least Daniel and Lars will
+be at them. Anyone else who is interested in Subplot, even if they are not yet a
+contributor, is welcome to attend the meetings.
+
+# When are the meetings?
+
+The Subplot meetings are currently scheduled every two weeks, on Saturdays, at
+approximately 15:30 Finnish local time. This translates to 13:30 UK local time,
+or 08:30 Eastern Standard Time.
+
+If a quorum of core developers is not available, then the meeting will be deferred.
+Communication of this deferral will only happen to those who have expressed an
+interest in attending meetings, and the decision to defer will typically be made
+on the [[Subplot matrix channel|contact]].
+
+The meetings typically fall at the end of a development iteration (two weeks of
+development assuming the meeting is not deferred).
+
+# What is on the agenda?
+
+The full agenda for a meeting will be shared among those who express an interest in
+attending the meeting. For now, the agenda is managed in a mechanism private to
+Daniel and Lars; though there is a standing item to consider changing this if there
+are others interested in the meetings.
+
+In any Subplot meeting, we always have the following agenda items:
+
+- Review any minuted action items from the last meeting
+- Discuss the iteration which is ending
+- Review the status of any outstanding MRs in the [Subplot repositories][repos]
+- Review the status of any non-main branches in the [Subplot repositories][repos]
+- Review all pipelines
+- Review the current goal statement, making any adjustments if needed
+- Review open issues in all of the [Subplot repositories][repos]
+  - We tend to alternate between recently-updated issues and all non-someday-maybe issues.
+  - Whenever a goal changes, we also review all someday-maybe issues
+- Review the 'recurring agenda items' issues.
+- Plan the next iteration, including whether or not we want to make a release in the iteration.
+- Review the reach-out list for the current goal, ready for goal completion
+- Review the hosting situation
+  - This includes status of website hosting, repository hosting, etc.
+  - Gitlab has a free software program where we benefit from extra features, this has to be
+    reviewed every year at least.
+- Any other business brought up during the iteration
+
+[repos]: https://gitlab.com/subplot/
+
+# How are meetings held?
+
+Before the meeting, someone is selected to take the minutes. Commonly this will rotate
+among the regular attendees of the meeting. In addition someone will be selected to
+chair the meeting (run the agenda) and that person will typically not be the person
+who is taking the minutes since it's hard to do both at once.
+
+Again, in advance of the meeting, the minute-taker will typically draft the minutes
+and prepare a branch in `subplot-web` to show them. If appropriate they will even
+open a draft MR ready for comments.
+
+When it is time for the meeting, one of the core developers will paste a link to
+a video chat in the [[Subplot matrix channel|contact]]. Once attendees are present,
+the agenda will be followed, and the outcomes and details recorded into the minutes.
+Depending on the set of meeting attendees, there may be other discussion, though that
+is outside the purview of this process.
+
+# How are the minutes published?
+
+When the meeting is over, the person who took the notes will tidy them up, and file an
+MR on the [subplot-web](https://gitlab.com/subplot/subplot-web) repository to submit
+the minutes to the blog section of the site. The MR will be linked on the matrix channel
+and review and merge will occur from there in a normal way.