I can only say that I got a few emails from chairs or PDs that would say things like, "we just met yesterday and we wanted you to know that we're ranking you [insert vague phrase indicating their level of interest here]," or some variation on this theme of "we're lying to you so you'll rank us higher," and these came out in mid-february, right before the applicant's list is due. So I'd guess it's in mid-feb that they meet.
I'd be curious to know how much flexibility they have in altering THEIR rank list after we send ours in, or even if they have a deadline, or how late they can make changes.