What they are and when to call one
Despite its name, an in-camera meeting isn’t about being in the spotlight. In fact, it’s quite the opposite.
The phrase in camera comes from Latin and translates literally to “in chambers,” but it carries the meaning “in private.” It’s often used when referring to legal proceedings that occur out of the view of the public and/or press.
In a governance setting, an in-camera Board meeting means it’s a special meeting in which anyone who is not a Board member is excluded from attending. In some cases, even the Chief Executive may be asked to step out, depending on the topic under discussion.
When to Hold an In-camera Meeting
In-camera meetings don’t occur often, but they serve an important purpose when sensitive or confidential matters arise. Common reasons include:
- Something regarding the Chief Executive, where the Board needs an opportunity to discuss the matter without the Chief Executive present;
- Legal matters where it would not be prudent to have anyone other than the Board members and the Chief Executive present;
- Consideration of the purchase of a property for the organization, where public knowledge of the properties under consideration could result in an increase in the price of the properties;
- Accusations of alleged wrong doing by a Board member, the Chief Executive, staff member or volunteer, where even accusations of wrong doing have a significant negative effect on the personal and professional life of the person being accused; and
- Matters regarding the behaviour, actions or communications of a Board member.
An in-camera session of the Board can be held prior to or immediately following the regular board meeting or a special in-camera Board meeting can be held at a time convenient for a quorum of Board members.
The same rules and principles that apply to a regular Board meeting also apply to those at an in- camera meeting.
Need Guidance?
If your organization is facing a situation that might warrant an in-camera meeting, we’re here to help. Explore our free governance free resources or get in touch with us for tailored advice and support.