Nikki Posted October 24, 2016 at 03:09 PM Report Share Posted October 24, 2016 at 03:09 PM If the board meets with a homeowner in a closed, executive session to discuss a private issue, is it mentioned in the meeting minutes that the board met in a closed meeting to discuss a private issue? I am secretary and we send the minutes out to the community to keep them in the loop as to what is going on in our community. Or do I just not mention in the minutes that the board met privately? Thank you. Link to comment Share on other sites More sharing options...
Hieu H. Huynh Posted October 24, 2016 at 03:13 PM Report Share Posted October 24, 2016 at 03:13 PM Minutes are kept of the executive session just as any other meeting. Link to comment Share on other sites More sharing options...
George Mervosh Posted October 24, 2016 at 03:16 PM Report Share Posted October 24, 2016 at 03:16 PM 6 minutes ago, Nikki said: I am secretary and we send the minutes out to the community to keep them in the loop as to what is going on in our community. Or do I just not mention in the minutes that the board met privately? Thank you. As Mr. Huynh notes, yes, take minutes of the portion held in executive session, and you can note to the members the board met in executive session but you would not reveal what was said or done in executive session unless the board lifts the secrecy of the executive session. Link to comment Share on other sites More sharing options...
Richard Brown Posted October 24, 2016 at 03:56 PM Report Share Posted October 24, 2016 at 03:56 PM Agreeing with both Mr. Huynh and Mr. Mervosh, if you routinely post your minutes or make them available to the general membership (the homeowners), the executive session minutes should be kept separate from the minutes of the rest of the meeting. The regular minutes would then just note that the board went into executive session for a period, usually noting the time it went into executive session and the time it came out. Keeping the executive session minutes separate from the regular meeting minutes makes it much easier when someone wants to review or get a copy of past minutes. If the executive session minutes are kept separate, you don't have to worry about inadvertently releasing something that should have been kept confidential. Note: If the meeting in executive session was a special meeting and the entire meeting was in executive session, rather than being part of a regular meeting, you could just note in the minutes of the next regular meeting or in a note appended to those minutes that the board met in executive session on a certain date to consider a confidential matter. The minutes of the meeting in executive session should clearly state that the meeting was in executive session to help prevent accidental disclosure. Link to comment Share on other sites More sharing options...
Nikki Posted October 24, 2016 at 05:06 PM Author Report Share Posted October 24, 2016 at 05:06 PM Thanks so much! I just didn't know whether to note in the minutes that the board met in executive session before the actual meeting. Thanks again! Link to comment Share on other sites More sharing options...
Dan Honemann Posted October 24, 2016 at 06:39 PM Report Share Posted October 24, 2016 at 06:39 PM 1 hour ago, Nikki said: Thanks so much! I just didn't know whether to note in the minutes that the board met in executive session before the actual meeting. Thanks again! An executive session may be held during all or part of a meeting, but not before or after one. Link to comment Share on other sites More sharing options...
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