- Open regular meeting first.
- Formal motion for one of three reasons, naming people allowed in meeting and time and place meeting will convene.
- Non-elected personnel matters, e.g., about specific staff, applicants, or patrons, not personnel policy: Example motion: “I move we recess into executive session to discuss personnel matters of non-elected personnel in order to protect the privacy interest of the individual(s) to be discussed, with [names of person(s)] present in addition to the board, and that we will reconvene the open meeting in this room at [specify time].”
- Consulting an attorney: Example motion: “I move we recess into executive session for consultation with our attorney, [name of attorney], on a matter protected by the attorney-client privilege in order to protect the privilege and the board’s position in [specify litigation, potential litigation, etc.] and that we will reconvene the open meeting in this room at [specify time].”
- Preliminary discussion of acquiring (not selling) real property: Example motion: “I move we recess into executive session to have preliminary discussions about the acquisition of real property in order to protect the public interest in obtaining property at a fair price, and that we will reconvene the open meeting in this room at [specify time].”
- Motion is seconded and carried.
- Only discuss subject stated in motion.
- Take no binding action.
- Reconvene at stated time. If executive session needs to continue, reconvene meeting and make new motion to return to executive session.
- Times executive sessions started and ended and open meeting reconvened.
- List anyone dismissed from executive session before session ended.
- Actions taken from executive session or statement that no action was taken.
Source: "A Guide to Conducting Executive Sessions" by State Conservation Commission, March 2008 at http://tinyurl.com/awdhdsu
See also Kansas laws about meetings