We want to do a brief overview of what an executive board meeting is in the context of HOA management and cover a few things you should do in order to get the most out of your executive sessions.
What is an executive session?
An executive session is a type of board meeting called to complete important, but sensitive, HOA business.
Who can come?
Only board members and specific individuals who work for the association (the association’s community manager or the association’s lawyer, for example) are allowed to attend.
Unless your specific state bars you from moving into an executive session, make sure you go into an executive session for any of the following reasons:
- Your board needs legal advice from, or confidential communications with, the HOA’s attorney.
- There are litigation matters to discuss.
- You will be discussing private information involving an individual member of the association or an employee of the association.
- You will be discussing a member’s violation or financial information.
Other tips to keep in mind when preparing for your executive session:
- Go into executive session in conjunction with a regular meeting.
- Make sure to create an agenda for the executive session.
- Write only a general summary of the actions taken in executive session to protect people’s right to privacy.
- Protect yourself and your association from any liability: consult your specific state’s legislation about what can and can’t be discussed during an executive session.
- If you are discussing a certain homeowner or employee, that individual is allowed to come to the portion of the meeting that pertains to them.
Most states have legislation that protects the homeowners’ and the employee’s right to not have their personal information spread without their consent. Knowing when to go into executive session and what can be discussed in these types of meetings protects the association from any liability.
