How to Use an In-Camera Session with Confidence

A non-profit board meeting agenda usually includes a portion of the meeting, where the board goes into an in-camera session. In-camera is a fancy way of saying it is a private part of the meeting, giving the board an opportunity to have a discussion without non-board members.

When handled correctly, an in-camera session is used for private discussions about legal matters (fraud), hiring/firing of employees that report directly to the board, annual evaluation of employees that report directly to the board, and the annual audit.

When handled incorrectly, an in-camera session is used to gossip, socialize, or to intentionally exclude non-board members from being part of meeting procedures.

In-Camera – Part #1

Develop a policy listing only those specific topics that can be discussed during an in-camera session. Keep the list short and only include topics that truly require a private board conversation.

Example Policy

In-camera session discussions may be used for only the following topics.

• Extreme legal matters, such as fraud.
• Hiring/firing of employees that report directly to the board.
• Annual evaluation/remuneration of employees that report directly to the board.
• Annual audit.

In-Camera – Part #2

Further develop the policy to clearly explain how to begin and end an in-camera session. Include the board’s preference for in-camera minutes and motions.

Example Policy

In-camera procedures require:

• A motion/second, and start time, is required to begin an in-camera session.
• A motion/second, and end time, is required to end an in-camera session.
• No minutes will be recorded during an in-camera session.
• No motion will be made while in-camera. All motions resulting from in-camera discussions will be brought back to the meeting proper to be presented.

It is common for a non-profit board to prohibit motions from being made while in-camera. Why? Non-profit boards represent the stakeholders of the organization. They are expected to lead with fairness and transparency. Prohibiting motions from being made in-camera keeps the board open and accountable to the stakeholders it represents.

A strong governance policy will ensure a board uses in-camera for the right reasons. Regular practice will help board members become familiar with the in-camera process long before an actual emergency.

It doesn’t matter if a board’s in-camera sessions only last a few minutes.  Regular practice will help board members become familiar with the in-camera process long before an actual emergency.

In-Camera on the Agenda

To get started using in-camera at your next board meeting, add two items to the agenda. First, have a conversation to define the preferred in-camera topics. Use my example policies to get started. Next try out your first in-camera session. Evaluate and adjust the policy as needed.

A non-profit board with a clear in-camera policy and regular in-camera practice will be less likely to abuse the private session and more confident to handle difficult situations.

Thanks for taking the time to read my ideas. My mission is to take the mystery out of running a small non-profit. If you know someone who needs to read this, why not grab the link, and share it with them. Let’s work together to take the fear out of going in-camera.

-Christie

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Hi, I'm Christie Saas, former board member, current Executive Director, and non-profit volunteer. I remember well, those early years when I lacked the training, the confidence, and the work-life balance to focus on becoming the best non-profit leader I could be.

Fast-forward past many bumps in the road, lessons learned, and you’ll find me still in the trenches, but a little wiser, a little calmer, and a whole lot happier. I love my work and I want to help you love yours too.

I created ChristieSaas.com to give you tools, tips, and templates to remove the mystery of learning to run a small non-profit. If you’re a brand-new non-profit leader, or a little more seasoned, someone who’s looking to make a meaningful contribution and still have time for a full life away from the job, you’re in the right place.

© Christie Saas 2022 All Rights Reserved

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