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AGENDA SOUTH BURLINGTON CITY COUNCIL City Hall 575 Dorset Street SOUTH BURLINGTON, VERMONT Executive Session 5:00 p.m. Monday, Aug. 27, 2012 Consider entering executive session to discuss personnel,

How to fill out consider entering executive session

How to fill out consider entering executive session:

1. Review the governing documents: Familiarize yourself with the bylaws or regulations of your organization to understand the specific procedures and requirements for entering executive session. Pay attention to any guidelines regarding the circumstances under which an executive session can be called.
2. Identify the purpose: Determine the specific reason for considering an executive session. This could include discussing sensitive or confidential information, addressing legal matters, or deliberating on personnel issues. Clearly define the purpose to ensure it aligns with the authorized reasons for holding an executive session.
3. Notify relevant parties: Notify the necessary individuals about the proposal to enter executive session. This typically involves informing board members, committee members, or other relevant participants who will be attending the meeting. Provide them with the date, time, and purpose of the executive session to allow for proper planning and preparation.
4. State the motion: During the meeting, the individual responsible for calling the executive session should make a motion to enter executive session. This can be done by stating, for example, "I move that we enter executive session to discuss [specific topic] in accordance with [relevant governing document]."
5. Obtain a second: Another participant in the meeting needs to second the motion to enter executive session. This demonstrates that there is support for the proposal and allows for further discussion.
6. Vote on the motion: Conduct a vote to decide whether to enter executive session. Depending on your organization's rules, this may require a simple majority or a specific percentage of votes to be in favor. Record the outcome of the vote for documentation purposes.
7. Enter executive session: If the motion is approved, proceed with entering executive session. Ensure that only individuals authorized to attend are present, and that any necessary confidentiality measures are in place (e.g., securing the meeting space, disabling recording devices, or asking participants to sign confidentiality agreements).
8. Facilitate the session: Once in executive session, set clear expectations for the discussion and adhere to the stated purpose. Maintain confidentiality and encourage open and honest communication among participants. Keep accurate meeting minutes or records, if required, to document any decisions or actions taken during the session.
9. Exit executive session: When the discussion is complete or the purpose of the session has been fulfilled, adjourn the executive session and resume the regular meeting, if applicable. Ensure that any necessary confidentiality measures are maintained even after the session concludes.

Who needs to consider entering executive session:

1. Board of Directors: Boards may need to consider entering executive sessions to discuss legal matters, personnel issues, or confidential information that requires a heightened level of privacy.
2. Committees: Committees within an organization may find it necessary to hold executive sessions to discuss sensitive topics, make decisions that require confidentiality, or address issues that should not be discussed in the presence of the larger group.
3. Nonprofit organizations: Nonprofit organizations, particularly those governed by boards of directors, may need to hold executive sessions to discuss matters such as fundraising strategies, donor relationships, or sensitive financial information.
4. Government bodies: Government entities, such as city councils or legislative bodies, may need to consider entering executive sessions to discuss legal matters, personnel issues, or sensitive public information that could impact the community.
5. Business organizations: Companies or corporations may need to hold executive sessions to discuss confidential business strategies, mergers and acquisitions, or sensitive financial information that should not be disclosed to the general public or competitors.

It is important to consult the specific governing documents of your organization and consult legal counsel, if necessary, to ensure compliance with applicable laws and regulations.

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What is consider entering executive session?

Entering executive session typically involves a meeting being closed to the public to discuss confidential matters.

Who is required to file consider entering executive session?

The organization or governing body conducting the meeting is typically responsible for considering entering executive session.

How to fill out consider entering executive session?

The process of deciding to enter executive session usually involves a discussion and vote by the members present at the meeting.

What is the purpose of consider entering executive session?

The purpose of entering executive session is often to discuss sensitive or confidential matters such as personnel issues or legal matters.

What information must be reported on consider entering executive session?

Generally, the topics discussed and any decisions made during the executive session must be documented and reported on.

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