If adopted, the chair would state that the meeting is now in executive session. The member of the board would move to go into executive session. But this information should not be made known to the public. A member of the school board has received some information that he feels will affect the decision. Let’s say a school board is deciding whether to renew the contract of the superintendent. Since minutes state actions adopted rather than discussion, only those actions approved in executive session are recorded in those minutes. All minutes of executive session can only be approved in executive session. Usually boards only go into executive session to discuss a matter and not take action. The executive session began at 10:15am and ended at 10:45am”. “The board voted to go into executive session to consult with the attorney about the legal implications canceling the contract with the XYZ Company. It also might be helpful to include the time the board went into executive session and when it ended executive session. Minutes should state that the members voted to go into executive session and the reason for doing so. If the members vote to go into executive session, all nonmembers must leave the room until the board votes to end executive session. To go into executive session a member must make a motion, it needs a second and is debatable. Anyone who breaks the confidentiality of executive can be disciplined by the organization. This means that everything said or done in executive session is secret or confidential. State law allows and provides for the governing body to go into executive session or a closed meeting. It may have to do with discipline of employees, discussing an employment contract, or consulting with the attorney. Sometimes during a public meeting something of a very sensitive nature may arise. If members observing become disruptive, the board has every right to ask them to leave. If they are allowed to speak, they should do so only when they have been allowed to speak. When attending board meetings, those observing should be respectful, quiet, and attentive. Unless the board allows them to speak, they have no right to speak, to make motions or vote at the board meetings. However, they too are only allowed to observe the proceedings of the board. In board meetings of Homeowner and Condo Associations, members usually have the right by state laws to attend the meetings. Often governmental bodies set aside a portion of the meeting to hear comments by their constituents, but they usually are not required to do so. But they do not have the right to speak, make motions, or vote. In the case of city councils or school boards, constituents have the right to attend and observe the meetings. Open meeting laws allow members of the association or members of the public to attend meetings of their governing bodies. This article will primarily address government bodies and board meetings of homeowner and condo associations where state laws require meetings to be open to members. This newsletter article does not concern these types of organizations, but those who operate under open meeting laws-county and city governments, school boards, homeowner and condo associations and others organizations where guests may attend the meetings. Or in the case of boards and committees of these organizations, only members of the boards and committees can attend board and committee meetings. This means that only members of the organization can attend the meetings. There is a new chapter in the book especially for HOA's. If you are in an organization and need to know more about Robert's rules click here. Un Guia para Sessiones Effectivas - in Spanish Special DVD and Book - DVD: Parliamentary Procedure Made Simple: the Basics and Book: Robert's Rules of Order: Simplified & Applied 3rd Edition 2014 Roberts Rules of Order in Spanish & English Robert's Rules of Order in the Courts (Law Cases) Parliamentary Procedure Made Simple: the Basics McMinutes: A Training Manual for Secretaries How to Conduct a Meeting, Taking & Writing the Minutes, Robert's Rules of Order: Simplified & Applied Robert's Rules of Order: Simplified & Applied 2014ĭynamic Video & Book Combination - How to Conduct a Meeting
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