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level: Meeting Terminology

Questions and Answers List

level questions: Meeting Terminology

Question	Answer
Signed document of everyone attending, including apology letters	Attendance Register
Given in advance to the secretary to say a member cannot attend	Apologies
Something to be added at the end of something	Addendum
Committee formed for a specific purpose – dissolved on completion of the task	Ad hoc committee
List of all the topics to be discussed at the meeting, numbered in a specific order	Agenda
Declaration that the meeting will be closed for a short period of time	Adjournment
Members elected in addition to the Chairperson, Secretary and Treasurer to assist with tasks in running the organisation – commonly two	Additional Members
System used to vote or indicate a choice. Can be open or in secret	Ballot
Deciding vote given to the chairperson when there is a deadlock from members’ votes	Casting Vote
Person elected to control and direct meetings	Chairperson
Request by a member to close and vote on a matter that has been discussed at length	Closure
Small group of people appointed to certain duties of an organization	Committee
To reach agreement	Consensus
Set of principles to control the activities of the organisation	Constitution
To gather or summon for a formal meeting	Convene
To appoint or elect a member into a committee	Co-opt
A point of no agreement because votes for or against a proposal are equal – members are equally divided over an issue	Deadlock
A time restriction placed on either discussing the proposal, the time allocated to a speaker or on the length of the meeting	Guillotine Ruling
A voluntary fee allocated to a person in recognition of a service given for free	Honorarium
A private meeting held when information is sensitive or confidential	In Camera
Impartial and official record of a meeting; compiled by the secretary	Minutes
Information given in advance with the details of the venue, date and time of a meeting	Notice
Official opening of a meeting by the Chairperson	Open and Welcome
Suggestion to be considered by the meeting	Proposal
Permission given to a person to vote on someone’s behalf in their absence from the meeting	Proxy
Minimum number of members who must be present for the meeting to proceed and for decisions taken to be valid	Quorum
Decision taken	Resolution
To support a proposal	Second
Person who records the minutes	Secretary
Person responsible for the financial aspects of an organisation	Treasurer
All members vote in favor of a motion	Unanimous
Word for word	Verbatim
Method of reaching a decision	Vote