Reconsider TSC meetings

[mkannwischer]

Attendance in the PQCP TSC meetings has been poor over the last couple of months, see below:

Date	TSC members Attended	TSC members total
2025-12-04	2	8
2025-11-06	3	8
2025-10-02	4	8
2025-09-04	3	8
2025-08-07	3	8
2025-07-03	6	8
2025-06-05	4	7
2025-05-22	4	7
2025-05-08	4	7

If we can't reach quorom during these meetings, they serve very limited purpose.
For me personally these meetings are at a inconvienent time (9pm) and planning my evenings around it and then having to postpone due to lack of attendance is frustrating.

I think we need to reconsider these meetings. We could consider changing the meeting times or frequency if others think that would be increasing attendance. An alternative would be to consider not having any meetings and do all communcation through Github issues - if this is aligned with PQCA rules.
Any other suggestions are welcome, @pq-code-package/pqcp-tsc.

I will inquire during the next TAC meeting (but maybe @hartm, @brian-jarvis-aws, @AdityaKoranga can already answer here): Do we have to hold TSC meetings or could we organize the TSC entirely through Github issues?

[mbbarbosa]

Apologies for missing the meeting today.
I was traveling and this messed up my calendar management.
One mitigation action is to request confirmation of attendance in the days prior to the meeting, e.g., via a github issue, so as to minimize mishaps and avoid meetings where there will be no quorum.

[hartm]

You can see what is required by the project charter here in terms of TSC meetings. TL;DR: you can run your votes fully electronically over github if you like.

I would still suggest having some public meetings, if only for the sake of new contributors. It's nice for new people to be able to talk to folks from the team and this helps lower the contributor friction for a lot of people. Some scheduling changes would definitely be fine, though.

I think you can probably more aggressively cancel if you have a light agenda. The projects that do this effectively send the agenda out multiple days before the meeting, and cancel (more than 24 hours in advance) if there isn't enough interest or attendance. Maybe in the vein of @mbbarbosa 's suggestion, you could add a checkbox to the meeting agenda for each TSC member and cancel if there aren't enough folks?

It's also worth exploring rotating meeting times. Personally, I'd definitely attend more PQCP TSC meetings if they weren't always at 5:00 AM in my local time.

Does this help? Happy to answer more questions or clarify things. Thanks!

[mkannwischer]

Thanks @mbbarbosa for the suggestion. I will try this out for the next few TSC meetings by adding check boxes to the agenda PR and canceling ~24h before if no quorom would be reached as @hartm suggested.

Thanks @hartm for the clarification on the charter - that is good to know. We had experimented with rotating meeting times before with the effect that the Asia-tiemzone-friendly TSC meetings were only attended by me, while the US-timezone-friendly had some more people in Europe.

Maybe we can think of a different format for attracting new contributors. There quorom would not be needed and we could be rotating times more liberally.

[hartm]

@mkannwischer Yes, the timezones are tough.

Maybe we can think of a different format for attracting new contributors. There quorom would not be needed and we could be rotating times more liberally.

I think that's a good idea. You could handle the voting stuff almost entirely over github and use the meetings for discussions.