Martin,
This is actually the official procedure of OWASP, and you were one of the Board that approved this change. There was a Board vote in 2019 that said that there will be a special meeting in January each year to decide on strategy, and to do that, you will need to elect new officers. I ran a Doodle to find the best time.
So I don't know what we did in the past, but I am following the Board's vote and direction, giving plenty of notice of the forthcoming meeting and getting in folks' calendar as early as possible to maximize attendance. After leaving the Doodle open for two weeks, I chose the first meeting time that at least 8 or 9 folks could attend. With 10 attendees (Board + Andrew + Dawn + Tom Pappas), getting 8 or 9 is about as good as I can hope for.
The motion:
"
2019-09-25 Motion: the Board is to have a 4 hour video conference
call in January each year in order to onboard new members, set strategy
and assign Board Member roles. Ofer Maor motions, Owen Pendblebury
seconds.. Passes: 6-1. In Favor: 6-1
(Ofer Maor, Richard Greenberg, Gary Robinson, Chenxi Wang, Owen
Pendlebury and Martin Knobloch) Against: 1 (Sherif Mansour)."
thanks,
Andrew