What are executive meetings for?

Started by LynneV1 • 7 replies • 1461 views

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LynneV1 (South Carolina)
Posts: 211

Posted:

Our board meets once a month for 1-2 hrs and 1/2 hr before each monthly meetings to discuss various topics without the other H/O members. These are called 'executive meetings'. Then, we meet 1x/month with an open meeting. On a prior topics I saw that some one said they knew of only 4 reasons to have an executive meeting. As I am now back on the board for one month now and do not like secret meetings can you tell me what are the 4 reasons to meet in private.? i believe one is for legal meetings with a lawyer.....

JohnC46 (South Carolina)
Posts: 14,265

Posted:

I assume there are more then 4 reasons. Some of the top of my head are:

1. Personal business issues like employee reviews, salary discussions, discussion about management company, replacing the association lawyer, firing the landscaping company, etc.

2. Someone has made an unfound accusation against someone else.

3. Pending legal action.

The important issue is what cannot be done in Executive Session. This is what the Chief Complaining Officer (CCO) types especially need to know. The BOD can do much less then the CCO's think.

Executive Sessions are a valid method of conducting business but the less they are used, the less suspicious people will be. Best they be avoided unless really needed.

GlenL (Ohio)
Posts: 5,491

Posted:

Lynne in some states the matters that can be discussed in EC are regulated but generally:

Legal Issues

Contracts

Disciplinary Hearings / Collection Issues

Personnel Issues

Studies show that 5 out of 4 people have problems with fractions

GlenL (Ohio)
Posts: 5,491

Posted:

About EC, what is said in EC is supposed to remain between the parties but not what is done, that is interred in the regular minutes.

The Board went into Executive Session at 07:15pm to discus personnel matters; the Board returned to regular session at 08:05pm. While in Executive Session the Board voted to terminate Joe Blow for cause effective immediately. Jane Doe will assume Joe Blow's duties while the Board searches for a replacement.

Studies show that 5 out of 4 people have problems with fractions

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Let us also put things in perspective time wise. You only meet 1 times a month that is 12 times a year. That means that when you take meeting notes in January, they can't be approved until February's meeting. What if there was a question then? It would be March before you can approve January's notes? Plus how many people are already requesting the meeting notes the day after the meeting?

The reality is that its not really "Secrets" being kept from homeowners. It's about being on the SAME page before you present the information to the homeowners. You all don't have to agree, but you do need to discuss the issue before bringing it to the others for discussion. It looks better if the board looks like you all have shared the same brain cell at some point.

My meetings I never had an executive meeting. We discussed everything in front of all. We just did not refer to names but just lot #'s. The collection report was just amongst us board members. So we would openly discuss our business like that and then go onto the more public stuff like where we spent the money and the issues. It is very hard to be this free of information but it is necessary. ALWAYS have a copy of the rules available at your meeting and if you don't know the answer differ to later research of the rules before replying.

Now I went to one meeting after I left, it was so funny I nearly wet my pants... Keep in mind these people thought they would do "better than me" when they got on the board. They were mostly blondes. (No offense but that is what made this funny.) You could actually see the one brain cell they shared bounce around the room! It was like a tennis match! One would drop it and another would pick it up... Believe me it was as disorganized as it sounds... They even had their backs turned against the owners and sitting around the table. It was quite rude and did not set a very good tone to the rest of the membership.

So yes I do encourage some meetings prior to meetings. Just to get your ducks in a row and have a unified same page approach. Your still open but not bouncing all over the place.

Former HOA President

LynneV1 (South Carolina)
Posts: 211

Posted:

Ok thanks - I see a variety of answers . btw we approves the minutes from the open meeting by e-mails and post the minutes online to our community website. We even take minutes at the executive meeting and post those within a few days. At our executive meetings, we usually discuss problems, violations and ACC requests and Arrears.....and then bring it into the open meetings all cleaned up. So after reading your answeres. I guess it is all Kosher!

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Lynne

I do not believe Executive Session Minutes are required to be public.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

I slightly disagree with what was said:

The Board went into Executive Session at 07:15pm to discus personnel matters; the Board returned to regular session at 08:05pm. While in Executive Session the Board voted to terminate Joe Blow for cause effective immediately. Jane Doe will assume Joe Blow's duties while the Board searches for a replacement.

I say the minutes should read something like:

The Board went into Executive Session at 07:15pm to discus personnel matters. The Board returned to regular session at 08:05pm

At 8:06pm, a motion was made by Mary Jones to terminate Joe Blow. The motion was seconded by John Smith. The motion was discussed and the BOD voted 5 to 0 to terminate Joe Blow.

At 8:15pm, a motion was made by John Smith to fill the position of the recently terminated Joe Blow by Jane Dow while the BOD searches for a replacement. The motion was seconded by Mary Jones. The motion was discussed and the BOD voted 5 to 0 to temporary fill the position with Jane Dow.

I am of the opinion that in the Executive Session, things can be discussed and "agreed or not agreed on" upon but not voted on.

One step at a time.....LOL

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