The Art & Science of a Board's Private Conversation
“Proverbs 20:5 -The purposes of a person’s heart are deep waters, but one who has insight draws them out.”
Such a proverb conveys depth, discernment, and wisdom. Often boards reach this depth of insight only through timely private conversations. That is, discussing some matters with some and not others. If we really stretch the idea, we will even find ways in which Jesus uses privacy and confidentiality in his own ministry. But knowing how and when to enter into private conversation is critical for a board. Using governance language – 'In-Camera' or 'Executive Sessions.'
The term in camera comes straight from Latin. In = “in” or “within.” Camera = “chamber” or “room.” So in-camera literally means “in a chamber” or “in a private room.”
Today, I thought I would pull a summary of 'When and How to Have Private Conversations" from one of Shepherd's tools we use when engaging boards. We hope you find it helpful.
Boards typically use in-camera/executive sessions in three distinct ways, each serving a different purpose in the life of healthy leadership.
1. The most obvious time for privacy: In-camera (often called a closed session) – In public or open-meeting contexts that engage with a broad constituency, a board may move in camera by asking guests, observers, or the media to step out, while staff and leadership remain. These sessions allow the board to discuss matters that are not appropriate for public airing but still require formal process. Minutes are usually not taken unless decisions occur. When handled well, these conversations protect transparency by ensuring sensitive matters are addressed thoughtfully rather than avoided. In a church setting, having a portion of your council meeting that ensures no church member, or neighbourhood ministry partner sits in would be an example.
2. The healthiest of regular practices for charities and schools: Executive Session with the CEO present – The most common 'private' session in corporate and nonprofit governance occurs when staff leave the room but the CEO remains. Minutes are expected to be taken. This is know as an Executive Session. These meetings create space to address sensitive issues such as legal matters, human resources concerns, investigations, or conduct questions. The goal is not secrecy, but care that ensures confidentiality, clarity, and fairness while allowing the board to speak honestly and ask careful questions. Only those who truly need to be present remain, helping the board focus on wisdom rather than noise. After the session is over – all people can be invited into the room, and reporting of the conversation highlights can occur via minutes or even better verbally later on through the board chair. An obvious example would be when there are ideological differences among the leadership.
3. The rarest form: A combination of In-camera and Executive sessions: (Staff and CEO are not present and no minutes are taken) – At times, the board meets privately without the CEO in the room. These conversations focus on the CEO’s employment relationship – performance review, compensation, support needs, or succession planning. This is one of the few moments when the board acts directly rather than in an oversight role. When approached prayerfully and respectfully, these sessions strengthen trust, clarify expectations, and support the long-term health of both the leader and the organization. Handled with humility and intention, in-camera sessions are not about exclusion, but about stewardship as they work to create the right setting for discernment, responsibility, and faithful leadership. Developing a healthy relationship between Board Chair and Executive Director is key for this to succeed!
There is more to it than this overview, of course, but here is a clipping from David and Debra Brown's great book: Governance Solutions, which puts it all together in a simple diagram (p.337)
How these private conversations are done can mean the difference between delight and frustration. If there is any way you need support (perhaps a further biblical reflection on this matter and how it applies to your leadership) do not hesitate to reach out to Shepherd Consulting. We offer training in Governance for boards looking to learn and become healthy. Contact us today at info@shepherdconsulting.ca or check out our website.
SHEPHERD'S SPOTLIGHT: Parkdale United Church – Ottawa, Ontario
Shepherd Consulting has the delight of serving a church in the heart of Ottawa: Parkdale United. Motivated by God to serve their community in the place where they are planted, their tagline is loud and clear: Come, Grow, Serve!
Like other centenarian churches, Parkdale has a history of exercising the Great Commission in its community. But as every church leadership should, they have taken the time to evaluate their environment (building, neighbourhoods, needs, congregation, new staffing and more). Now they sense a nudge to adapt, in a healthy way that will bring about another beautiful 100 years. Call it a Strategic Plan. They have done a lot of work, and it's time to bring it all together in a unified way. In a way that Shepherd's service of faith and experience can help.
Shepherd Consulting is encouraged to come alongside Parkdale United. A real sense of wonder about what God is doing next accompanies their desire for future adaptation. They are well-positioned and well-intended to serve others in ministry. Thank you, Parkdale, for this grace-filled opportunity.
If you are a Christian leader in a charity, school, or church setting, don't hesitate to reach out for support.
Given the experience, association partnerships and clientele Shepherd Consulting and its associates are equipped and prepared to meet Christian organizations at the crossroads of faith, leadership and organizational dynamics.
Whether its Strategic Planning, Board support/governance, senior leader evaluations, mediation or – we believe God can do a mighty work through our partnership.
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email: info@shepherdconsulting.ca
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