A governance practice Key Condo highly recommends for all condo boards is holding an in camera session every board meeting.
"In camera" is a Roberts Rules of Order concept that allows board discussions to happen in private. Essentially, it's a private session restricted to only condo board members, excluding any residents or the condo manager.
It is considered best practice for condo boards to conduct in camera sessions to facilitate frank discussions about their condo management brokerage’s performance such as if they are meeting their contractual obligations. In camera sessions are also a very good time for the board to assess the success of the meeting, what could have been improved, whether the time was used productively, and any issues with the chair or board member performance.
In camera sessions often promote unity and cohesion within the board itself. Condo boards comprise individuals with diverse backgrounds, experiences, and opinions. While diversity is valuable, it can also lead to conflicts or disagreements during discussions. By providing a space for open dialogue, in camera sessions allow board members to resolve differences constructively, build consensus, and present a unified front when communicating decisions to residents.
Another crucial aspect of in camera sessions is their role in promoting transparency and accountability. While the sessions themselves are private, the outcomes and decisions resulting from these discussions should be properly recorded in the board meeting minutes. This ensures that while sensitive matters are handled discreetly, the overall governance process remains transparent, and residents have visibility into the rationale behind the board's decisions.
By providing a confidential forum for candid discussions, in camera sessions enable condo boards to address sensitive matters, resolve conflicts, promote unity, and enhance transparency and accountability. At Key Condo, we strongly advocate for the incorporation of in camera sessions into every board meeting as a best practice for achieving optimal governance and ensuring the well-being of the community.
You are welcome to download Key Condo’s in camera summary page including our form to report on your condo manager’s performance. (see below for the link)
Comments