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City of East Grand Rapids Regular City Commission Meeting Agenda March 19, 2012 6:00 p.m. (EAR Community Center 750 Lakeside Drive) Note: An executive session is scheduled to follow the Goals & Objectives

How to fill out an executive session is

How to fill out an executive session:

1. Identify the purpose of the executive session: Determine why you need to have a confidential discussion separate from the rest of the team or organization. It could be for sensitive topics, strategic planning, personnel matters, legal issues, or confidential information.
2. Determine who should be present: Select the individuals who need to be involved in the executive session. This may include high-level executives, board members, legal advisors, or any other relevant stakeholders. Consider the confidentiality and sensitivity of the matters being discussed.
3. Plan the agenda: Prepare a detailed agenda outlining the topics to be discussed during the executive session. Break down each item into specific discussion points to ensure that the meeting stays focused and productive. Share the agenda with participants in advance, allowing them to come prepared.
4. Establish ground rules: Before starting the executive session, set ground rules to ensure confidentiality, respect, and productivity. Establish guidelines for confidentiality, such as no recording or sharing of sensitive information, and encourage open and honest dialogue.
5. Conduct the executive session: Begin the meeting by reviewing the agenda and reiterating the purpose of the executive session. Facilitate a productive discussion, ensuring that all participants have an opportunity to share their insights, concerns, and perspectives. Encourage active listening and maintain a respectful environment.
6. Take comprehensive notes: Appoint someone to take detailed minutes during the executive session. These notes should capture the main points discussed, decisions made, and any action items assigned. It is crucial to maintain the confidentiality of these notes and keep them securely stored.

Who needs an executive session:

1. Executives and top-level management: Executives often require executive sessions to discuss confidential business matters, strategic decisions, financial information, or personnel issues that cannot be disclosed to the entire organization.
2. Board of directors: Board members may need executive sessions to address governance matters, confidential information, legal discussions, performance evaluations of senior executives, or any other sensitive topics impacting the organization.
3. Legal advisors and consultants: Lawyers and consultants may participate in executive sessions when providing legal counsel or strategic advice. Their expertise and confidentiality are crucial when dealing with sensitive matters.
4. HR professionals: Human resources professionals may be involved in executive sessions to address employee relations, disciplinary actions, performance concerns, or other confidential personnel matters.
5. Any other relevant stakeholders: Depending on the situation and topic, other stakeholders, such as investors, key clients, or external experts, may be invited to an executive session to provide valuable input or insights.

Remember, the need for an executive session may vary depending on the organization and circumstances. It is essential to adhere to relevant laws and regulations regarding confidentiality and privacy during executive sessions.

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What is an executive session is?

An executive session is a private meeting held by a governing body to discuss confidential or sensitive information.

Who is required to file an executive session is?

The governing body or organization holding the executive session is required to file.

How to fill out an executive session is?

To fill out an executive session, the governing body must document the date, time, location, attendees, and topics discussed.

What is the purpose of an executive session is?

The purpose of an executive session is to discuss sensitive matters such as legal issues, personnel matters, or financial concerns.

What information must be reported on an executive session is?

The information reported on an executive session usually includes the topics discussed and any decisions made during the meeting.