Recap of the November 25, 2025 Executive Session

We attended the Nov 25th Executive Session so you don't have to!

Below are key takeaways, and a little background for each issue.

We did our best to cover all topics, and we hope to improve with time and practice.

Key Takeaways

• Four board members gathered in the same home during a virtual meeting, creating an in-person quorum and raising questions about transparency in hybrid formats.

• Chat was disabled for most of the meeting, limiting community participation while in-person backchanneling occurred.

• A director seat is now vacant due to Quinn’s resignation, and the board discussed filling it in January.

• Community members commented on ADU policy shifts, legal costs, and recognition for the retiring clerk.

• A request to use the urban forest for an external running event sparked discussion about liability, policy, and the intended use of HOA parks.

• The board directed the technology committee to review Zoom access.

The Setup

What Happened

When the executive session opened, four of the six current board members were visible on Zoom as being in the same private residence. Throughout the meeting, those members spoke to one another both through their computers and directly in the room, both on mic and while muted.

Board members in attendance: Mike, Fred, Alicia, Susan, and Louise

Background 

When a quorum is gathered in person, even during an executive session, best practices emphasize maintaining consistent and accessible decision-making procedures—especially in hybrid environments where some board members share physical space and others attend remotely.

What Comes Next 

• Should the board move to publicly available hybrid meetings which would give members the same access and opportunity to hear and participate?

• Would a “Sunshine Practice” document help create predictable expectations for hybrid meetings, including executive sessions?

The Chat

What Happened

Chat was disabled for most of the meeting. Board members together in the same room were able to converse freely, while virtual attendees needed to raise their hands and wait to be recognized.

Background 

There is currently no formal policy on chat for board meetings. The technology committee has previously offered to assist with moderation. Disabling chat without an equivalent option for informal communication can create unequal participation conditions in hybrid meetings.

What Comes Next 

• Will the board establish a policy for when and how chat is enabled?

• Should a designated moderator be present to ensure orderly and balanced virtual participation?

Compliance Executive Session

What Happened

Two directors left their computer cameras showing empty seats while they walked over to confer with the other two directors in the same home. Off-camera discussion continued. A vote was then taken and passed after the executive session concluded; neighbors can expect compliance notices to follow.

Background

Executive sessions must focus on the permitted topics, and all voting occurs outside the session. Hybrid participation can blur the line between visible and non-visible deliberation, creating confusion about what occurred on or off the record.

What Comes Next 

• Would a hybrid executive session procedure help maintain a clear and consistent record of participation?

Community Comments

Comment 1: ADU Policy and Legal Costs

What Happened A member noted that President Mike Gowrylow’s position on ADUs now aligns with the analysis previously presented by Clifthorne. The member observed that this learning process came with legal costs in the tens of thousands of dollars.

Background ADU regulation has been a significant topic for the community, including legal action whose costs and outcomes continue to shape HOA planning and policy, and led to the proposal to increase dues.

What Comes Next 

• How can the community build shared understanding on complex topics without unnecessary division?

Comment 2: Recognition of the Retiring Clerk

What Happened A member requested that the HOA recognize the retiring clerk, who served for ten years.

Background  Acknowledging long-serving volunteers helps maintain institutional knowledge and promotes a culture of appreciation.

What Comes Next 

• Should the board formalize a recognition process for long-term contractors and volunteers?

• Who will organize the acknowledgment or event?

Meeting Schedule

What Happened

The board discussed potential meeting dates for 2026, with initial topic assignments for specific meetings.

Background

Setting a long-term meeting calendar supports committee planning and provides predictability for members who want to attend or prepare for upcoming topics.

What Comes Next 

• Will the draft 2026 meeting schedule be published for member planning?

• When will the final schedule be approved?

• How far in advance will each agenda be published?

• How can members provide resources and participate?

Naming Officers

What Happened

Director Fred Yancey proposed the following slate of officers:

• President: Mike Gowrylow

• Vice President: Fred Yancey

• Secretary: Alicia Frank

• Treasurer: Leslie Turner

• Members-at-Large: Louise and Susan

• Quinn has resigned from the board.

No vote was taken at this time.

Background

Officer appointments are typically made within the board directors and can be adjusted as board membership changes. The resignation of a director requires rebalancing responsibilities.

What Comes Next 

• When will the board formally vote on the proposed slate?

• Will officer role descriptions be posted or updated?

Filling the Vacant Board Seat

What Happened

The board indicated that they would seek a replacement by January.

A community member recommended that the open director position be filled by contacting the most recent candidates in descending order of votes received.

Background

Many HOAs choose to consider recent candidates first because they have already been vetted by the community and have demonstrated willingness to serve. The bylaws allow the board directors to appoint any member.

What Comes Next

• Will the board confirm the process it intends to use?

• Will recent candidates be formally contacted?

• What criteria will the board use when choosing an appointee?

Zoom Account

What Happened

The meeting link needed to be updated due to a scheduling conflict with VIS. The board asked the technology committee to examine Zoom options.

Background  

Virtual meeting tools improve access to both board and committee meetings. Having a dedicated HOA Zoom account may improve scheduling flexibility, but duplicating a service already covered in the contract could add avoidable costs.

What Comes Next

• Is the existing VIS link contractually included?

• Should the HOA maintain its own Zoom account for committees?

• Should meeting scheduling guidelines be created for committee use?

Urban Forest Use

What Happened

Director Susan Lindquist introduced a request from a running group to use the urban forest for a race. The initial conversation concerned how this might work.

Community members raised several points:

• The idea resembled past partnership suggestions made by Clifthorne.

• Outside group use has previously raised liability concerns.

• Several members emphasized that HOA parks are intended for Ken Lake residents.

The board decided to direct the group to the owners of the empty lot at 2151 Lakemoor Dr instead.

Background 

Outside use of HOA land typically requires reviewing liability, insurance, maintenance impact, and precedent. Without a clear policy, each request must be evaluated individually.

What Comes Next 

• Should the HOA develop a policy for third-party use of HOA property?

• Should liability and insurance criteria be clarified for future requests?

• Would a structured application process help the board evaluate proposals?

Movement to Adjourn

What Happened 

The board adjourned the meeting. The same four board members who had been gathered in one private residence for the virtual meeting remained together after adjournment, as visible from their camera backgrounds.

Background

When a quorum is physically gathered, even during hybrid or virtual meetings, best practices emphasize maintaining transparent and accessible procedures. Observing a quorum remain together after a meeting can raise questions about how discussions before or after the official session are handled, and whether those moments are accessible to other board members or the community.

What Comes Next

• Should the board consider adopting a publicly available hybrid meeting format that provides consistent access to deliberations?

• Would a “Sunshine Practice” document help establish predictable expectations for how quorums are handled before, during, and after hybrid meetings, including executive sessions?