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Found 70 results

  1. Guest

    Executive Session

    Does a board need to go into executive session to review applications for an appointed position? If so, should minutes show discussion or just the action taken?
  2. During the most recent meeting of our organization's "Steering Committee" (a de-facto board), the last item on the agenda was an "executive session". However, when that time came, everyone except for the officers was dismissed. (It should be noted that our Steering Committee has close to 30 members, and only five of them are officers. Most---but not all---of the rest are members of the organization. It's complicated.) Was this a misunderstanding on the officers' part, or on mine? The bylaws (both of the state-level organization and of the local organization) don't mention executive sessions. Can members (of the board) be excluded from a meeting in this fashion?
  3. Can a Board exclude specific members from Executive Session? School Board, subject to FOIA...re: Superintendent evaluation. A member did not complete the written review and other members feel this person should be excluded from the Executive Session related to this review.
  4. Rev Ed

    Executive Session

    After reading this thread, I have a question: Why is the motion, relating to entering or leaving Executive Session, debatable? I can sort of understand in a general sense why the motion to enter into Executive Session is debatable, within reason. For example, one member may think an issue is of a sensitive or controversial nature, while another member may not. But the motion to come out of Executive Session seems far more simple - either you want to end Executive Session or not. I know I am missing something here, but I don't know what it is so I am asking.
  5. Is my local city council trying to pull a fast one? A city council work session was scheduled for 5:30. It had its own agenda. There were some controversial subjects that were of interest to the public. The regular council meeting was to begin at 7 p.m. It had its own agenda. The council decided to have an executive session at 5:30. It was held in a small side room. I was not there so I don't know if the mayor even called the city council meeting to order. The door was closed to the ex. session meeting. No sign on door. Then the door was opened and - according to them - this was to indicate that the work session was "open." to the public. No signs were ever put on the doorways to indicate any kind of a meeting. In the meantime, three people were sitting in the council chamber waiting for the work session to start. The council came into the chamber at 6:45 and when asked about the work session - told people that the door was open to the side room and that should have been enough to let them know that it was open to the public. Was everything done correctly?
  6. Guest

    Executive session

    Can someone give me a direct link to the "Executive Session" part of Roberts Rules? I just need to print it. Thank you in advance! MLC
  7. Kim Goldsworthy

    classes of membership

    (See RONR's explanation of "member" in Chapter 1.) If an organization's bylaws have defined their membership into CLASSES, then, Q1. Is it true, that for all classes which have had the right to vote taken away, all members of THAT class have simultaneously lost the right: (a.) to attend executive session? (b.) to receive notices of meetings? (c.) to make motions? (d.) to speak in debate? (e.) to nominate people for office? *** Put another way: Q2. If some classes of membership have had the right to vote taken away, then, what "rights" do remain within those classes?
  8. Guest


    Once you are in executive session 1) you are able to make a motion, (in this case disciplinary), discuss and vote, correct? If majority rules in favor of the disciplinary action and then the executive session is terminated - 2) Do we need to vote again in regular session or just record the results of the executive session, in the minutes?
  9. Kay Wren

    Executive Session Issues

    I have been trying to find answers to specific questions regarding Executive Sessions without any luck. I apologize if I missed the answer in my search of the forum. 1. What are the specific procedures for an "Executive Meeting" to be called? Can it be assumed or must it be called for a vote? 2. Is an Agenda not permitted to be given for an "Executive Session"? 3. Do they preclude other Board members not present, but invited or otherwise, from knowledge of the content of said meeting? Or from joining after meeting is called to order (Closed or Open)?
  10. Guest

    Executive Session

    Regarding Executive Sessions the following is present in RONR p. 95 starting on line 30 and carrying over to p. 96 is the following: · "Whenever a meeting is being held in executive session, only members of the body that is meeting, special invitees, and such employees or staff members as the body or its rules may determine to be necessary are allowed to remain in the hall. Thus, in the case of the a board or committee meeting being held in executive session, all persons – whether or not they are members of the organization - who are not members of the board or committee (and who are not otherwise specifically invited or entitled to attend) are excluded from the meeting." Thus upon the motion and duly adopted by a majority vote of the Board to enter into executive session, could the Board then decide real time who can attend the Executive Session? This Board in question does not have any current rules or regulations regarding who can or cannot join executive sessions. The Board routinely has non-board members attend meetings (counsel, various advisers, some donors, friends, etc) and they are curious if they can exclude non-board members by a vote of the Board after the Board votes to go into an executive session. I have never seen this scenario in action and curious if there are any further rules that govern this scenario. Any assistance would be appreciated. Also if there are references to other areas in RONR I should be looking if you could that in your response that would be great.
  11. At our boards last special board meeting, the motion to adjourn the special meeting and disconnect the phone line which was passed. and the meeting was adjourned. A Motion was then made to go into executive session which was voted on and done. Is that an executive session or a non noticed meeting of the board from the Roberts Rules perspective. Was there the protection of executive session in that meeting if the minutes reflect the above? thanks for the help!
  12. Our HOA board mtg agendas always include a caveat... "And Executive Session as needed." When an Exec Session is "needed" the motion states the generic cited in Virginia Code § 55-79.75.C Meetings of unit owners' associations and executive organ ... personnel, potential litigation, et al, but never with any more specificity, e.g., Litigation (paving contract), personnel (staff/director/member). I am uncomfortable that failure to offer such specificity enables discussion in executive session to wander. Cited Virginia legislation seems to support such a vague topic identification for executive session. My question is: Do others more knowing see a "generic" notice as legal and or appropriate? Have other HOAs found a wording for exec session notice that ensures more transparency? More specificity in the motion to go into Exec session would ensure directors voting on the motion to reconvene in open session were affirming there was no deviation from topic in discussion.
  13. Guest

    Issues at hand

    Our private organization's constitution contains the following clause entitled "Conducting Business Meetings": Any member may attend any meeting of the boards, committees and societies and speak to issues at hand if not restricted by this Constitution; though, for good order, the chairman has the right to place restrictions and policies on meeting guests. The chairmen of some boards have put guest policies in place where guests are entitled to speak to the business items on the pre-published agenda at the start of the meeting, then proceed with the board meeting in a closed session consisting only of the elected board members who are entitled to vote. These chairmen have therefore defined "issues at-hand" to mean the business motions that were on the pre-published agenda, which is always adopted as the agenda for the meeting. They believe the spirit of the constitution clause is satisfied by giving general members time to speak ahead of the formal board member debate. However, a dispute has arisen with a member who has interpreted the term "issues at hand" to mean the items under discussion at the time they are opened for debate among the board members, therefore allowing them the right to attend the closed session and be given the chance to participate in the debate. They define "at hand" to mean the real-time debate by the board voting members. Under this interpretation, there would be no closed sessions. It appears that resolution of this concern requires agreement on the term "issues at hand". This does not appear to be a formal term in RONR, and I am interested in opinions from the forum on this debate.
  14. Guest

    District Secretay

    After my school board goes into executive session, can a board member make a motion resulting from the discussion in the executive session, if that motion wasn't posted on the agenda?
  15. Guest

    Remote Attendance

    Our club has no mention of remote attendance/participation of a BOD member. We are having Executive Session and this BOD would like to call in. I understand he may not count as quorum but can his vote still be included?
  16. Guest


    When may a Board enter into Executive Session?
  17. If an organization's bylaws state that Board meetings are open to the entire membership, can the Board still go into Executive Session for private discussion?
  18. Good afternoon ... A local non profit I serve on is having a debate on the efficacy of barring all members of the association from attending committee meetings. In other words, all members of the association (except those appointed to the committee) would be unable to attend (unless specifically invited). This provision, if adopted, isn't the same as utilizing the call for an "executive session" ... it's a flat out "you're not welcome here" to all members of the association. I'm wondering if Robert's Rules (which we've adopted) has anything to say about this? Thank you. Bill Arnold Tucsonbil@cox.net
  19. In our organization, we have a Board of Trustees, who as required in our bylaws have the responsibility of "government of the organization". From time to time because of the sensitivity of a pending subject, the body votes to go into "Executive Session" to deal with the sensitive issue. My question: Can any member of the Board (including the Chair) invite a non-board member (who is not part of the subject pending) to sit in on the called "Executive Session"? My presumption is that the non-board member would have knowledge of the organization's rules and the Board member making the invitation wanted to ensure availability of this knowledge during the session. I believe I know the answer according to (RONR, 95, 31-35) however would appreciate concurrence from this forum. Thank you in advance
  20. Board is considering executive session and discipline or firing executive director who also is a board member. There is urgency to do this as result of federal and state advisement. There are not enough board members to refer to committee. Can we exclude ED/board member from executive session? If so, must the ED Be included in notice? (Two members of board can request exec. Session through clerk and meeting must be scheduled within ten days. ) please cite RONR as applicable. Thanks for your help.
  21. Are the Executive session minutes not to be distributed to Board members? Our non pprofit Organization had an Executive session and the Secretary says the Minuets will be available only for review at the next Board meeting and will not E mail in advance or give a copy as is done for regular monthly meetings. In my opinion this is wrong. Please comment.
  22. What are Roberts Rules about a board member asking for a non-scheduled executive session? Someone in my organization claims that it must be voted on, whereas my understanding is that if a member asks for the session to go in camera, it is immediate. OR, if at the beginning of a meeting a member asks for an in camera agenda item it cannot be refused. Thank you
  23. Homeowner's Assoc starts meeting then goes into Executive Session for one hour. This happens every meeting. The regular meeting then starts one hour later. No reason for Executive Session is given. Shouldn't a reason for going into Executive Session be stated? Is this normal? They have stated they follow Roberts Rules
  24. I am a member of a Fraternal Organization incorporated in the State of Washington. My question for today concerns the minutes of meetings, specifically minutes of our Board of Trustees (regular and/or executive session). According to RONR 11 (p460, 6-7) “Records of the Secretary”, are specified to include reports from boards or committees; (p460, 13-17) “any member has a right to examine records including minutes of an executive session” however (p460, 17-20) states “same principle applies to records kept by boards and committees, these being accessible to members of the boards or committees but to no others” (further explained p487, 13-20). Page 460 lines 13-17 seem to be in conflict with lines 17-20 and page 487 lines 13-20. In our organization, the Secretary records and preserves minutes from all meetings (general membership and board as well as executive sessions of the board). As stated above we are incorporated in the State of Washington as a Fraternal Organization under the Revised Code of Washington (RCW) Title 24. RCW 24.03.135, “Required documents in the form of a record — Inspection — Copying” states: “24.03.135(5) Minutes of the proceedings of the members, if any, the board, and any minutes which may be maintained by committees of the board.” “The corporate records shall be open at any reasonable time to inspection by any member of more than three months standing or a representative of more than five percent of the membership”.Question 1 – Can you explain what appears as a conflict in RONR pages 460 and 487? Question 2 – Not-withstanding the description in RONR concerning availability of records to members of the organization, would not the laws of the State of Washington (RCW) preside over RONR and/or our bylaws where they are silent on the subject? Thank you
  25. I understand the purpose of Executive Session is to keep, for example, personnel issues private and all discussion is held within Executive Session. BUT, can one make a motion once out of Executive Session that pertains to the same topic (a specific personnel situation) which doesn't disclose the particulars of the meeting? Lets say board is in Executive Session is discussing reimbursing a member for attorney fees spent to protect themselves from action taken. During the investigation it was found the member did nothing wrong but has incurred expenses to defend himself. During Exec. Session it goes back and forth with no resolution. Lets then say we end Exec. Session, for whatever reason. Once out of Exec. Session, and before we move to the next agenda item, can a member then say. "I move to reimburse John Doe 100% of his legal expenses, payable 50% in 10 days and the balance within 4 months providing he waives all future actions against the organization, and voting of this motion be taken by a roll call vote of the Board." It then gets a second. Is the nature of that motion breaching the confidentiality of Executive Session?