An Executive Session, also called an Executive Meeting, is a private meeting of the HOA’s board of directors that is not open to homeowners. These sessions are held to discuss sensitive or confidential topics such as delinquencies, collections, legal matters, waiver requests, or personnel issues. State laws and governing documents typically outline when and how an HOA may enter into executive session.
Why It Matters for Self-Managed HOAs
Executive sessions allow the board to address confidential matters responsibly and in compliance with legal requirements. For self-managed HOAs, following proper procedures protects the board’s integrity and maintains homeowner trust.
- Ensures sensitive financial or legal information is handled confidentially.
- Provides a forum for discussing collections, delinquencies, and enforcement actions.
- Keeps the HOA in compliance with state laws and governing document requirements.
- Protects the board and community from privacy violations or legal disputes.
- Reinforces homeowner trust when handled with transparency and professionalism.
How to Use It
“The board entered executive session to review a homeowner’s delinquency account and discuss a pending legal issue.”
Best Practice or Tip
- Use HOA My Way’s meeting tools to record when the board enters and exits executive session for documentation.
- Store executive session minutes separately and restrict access to authorized board members only.
- Partner with your HOA My Way accountant for accurate delinquency and collections reports before the session.
- Communicate meeting notices to the community as required, even if attendance is not permitted.
- Review state statutes and governing documents regularly to ensure proper session procedures.
Related Terms
