Quite a bunch of good ideas so far. I'ma throw Leet's suggestion in here too.
Okay, set a date, PM all CL's and find a suitable day WITHIN THE WEEK, remind them when the time is when it comes close to the day, any CL that isn't on at the time will have no input or be able to say anything until announcement has been posted.
This, this, 10000x this.
A schedule set a week or a few days before should be followed unless one of the CLs/HAs has a legitimate reason not to be there.
Just not showing up isn't acceptable, and if they either are late or they don't come at all, they should be filled in as to what already happened but have no input on the decisions.
If a CL can't make it to the meeting they should know that beforehand. We're going to try to organize it on days we know we're available and I imagine we'll set up the date for the next meeting at the current meeting we're having. If a CL is a no-show we'll have to move on without them if possible, and have a video/text review and a small CL meeting if necessary.
Ideally we will be having meetings once every two weeks, both CL and public. I'd like to structure the meetings so they're recordable for those who miss them. We should all take notes on what others say at the meetings, and ideally you'd already have a notepad.txt with a few ideas of your own. It would also help to have some ideas on what we're going to discuss so we don't all show up to the meeting with nothing to talk about.
Then whatever important conclusions we draw and cool ideas we're speculating can be regurgitated to the public in the public meeting shortly after.
I think a day like Wednesday works good for a gaming community, Wednesdays or Thursdays; it can jump from any day between Monday and Thursday. One of us or a "comms officer" could be in charge of what to do with the video of public meetings, putting it on youtube and in a thread on the forums and such.