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BOARD OF REGENTS SUMMARY OF ITEM FOR ACTION, INFORMATION OR DISCUSSION TOPIC:Convening Closed SessionCOMMITTEE: Audit Committeeman OF COMMITTEE MEETING:October 16, 2017SUMMARY:The Open Meetings Act

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How to fill out convening closed session

01

Review the organization's bylaws or governing documents to determine the process for convening a closed session.

02

Obtain the necessary authority or approval to convene a closed session, if required.

03

Identify the purpose or agenda of the closed session.

04

Determine the date, time, and location for the closed session.

05

Notify the relevant parties or participants about the closed session and provide them with the necessary information.

06

Prepare any materials or documents that will be discussed or required during the closed session.

07

Conduct the closed session, ensuring confidentiality and adherence to the established agenda.

08

Maintain proper documentation and records of the closed session proceedings.

09

Follow any post-closed session procedures, such as reporting or taking necessary actions based on the discussions held.

10

Adhere to any legal or regulatory requirements related to convening a closed session.

Who needs convening closed session?

01

Boards of directors or governing bodies of organizations.

02

Committees or subcommittees within an organization.

03

Any group or team that needs to discuss sensitive or confidential matters.

04

Organizations or entities bound by legal requirements to hold closed sessions.

05

Any individual or group dealing with matters that require privacy or limited access.

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What is convening closed session?

Convening closed session is a meeting that is not open to the public, typically held for confidential discussions.

Who is required to file convening closed session?

The person or organization convening the closed session is required to file it.

How to fill out convening closed session?

Convening closed session can be filled out by providing details of the meeting, reason for confidentiality, and attendees.

What is the purpose of convening closed session?

The purpose of convening closed session is to have confidential discussions that are not meant to be shared with the public.

What information must be reported on convening closed session?

Information such as date, time, location, agenda, reason for confidentiality, and attendees must be reported on convening closed session.

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