Is it appropriate to vote only in executive session for all items instead of open session?

[Guest Marcelle LoCicero]

The property manager of our HOA Board meetings, writes our agenda to vote for basic landcaping or pool cleaning, or to discuss bids for jobs, only in the executive session. When we ask for bids, the manager brings one bid and does not allow board members to find bids outside the management scope of third party companies. The board, is being run by people who have never been on a baord. The property manager dictates how cleaning of the pool and security of the community is to be handled and is not the guidelines of usual or typical duties.

An example, the property management group hired the property managements handy man to clean the pool, every day. The state guidelines for a pool in our state of New Mexico says the pool water is to be checked daily for the chlorine levels but does not dictate daily vacuuming. By demanding the daily vaccuming the cost of upkeep is inflated 300 percent from the usual cost of vacuuming two times per week. The board believes the property management company is in the rights and will not allow bids outside of the property managements rules.

The property management company writes the minutes and agenda for the open session and the executive session. Is it appropriate to write an agenda for the executive session and is it approprate for the secretary not write the minutes and the property management company not allow the treasurer the actual bills and the checks the management writes to pay themselves?

[Chris Harrison]

Minutes should be written Executive Session or not and the property management company only has the authority the bylaws or General Membership give it.