Meeting terminologies.

1. Ad hoc : From Latin, it means “ for the purpose of” or “for this purpose”.
2. Adjourn : To hold off a meeting until a later date.
3. Adopt minutes : Previous meetings are adopted when accepted by members and signed up by
the chairman.
4. Advisory : Providing advice or suggestion but not taking action.
5. Agenda : A document that shows items to be discussed at a meeting.
6. AGM. Abbreviation for ANNUAL GENERAL MEETING. It is held once a year and all members of
the organization are invited.
7. Apologies : Formal notifications of inability to attend a meeting.
8. Article of association : Rules required by company law which govern a company’s activities.
activities.
9. Attendance list : A list were all present members sign as a record of attendance.
10. Bye- laws : Rules regulating an organisation’s activities.
11. Executive : Having the power to act upon taken decisions.
12. Casting vote : This is were a decision is made upon by voting.
13. Chairman : The person who controls the conduct of the meeting.
14. Chairman’s Agenda : This is a chair person’s own agenda that helps him lead the meeting, based
upon the committee agenda but containing explanatory notes.
15. Collective Responsibility : This implies that once a decision has been passed each member is
obligated to stand by the decision and accept responsibility for it as though it were their own.
16. Committee : A group of people usually elected or appointed to meet conduct agreed business
and report to a senior body.
17. Consensus : This is type of group decision making. It involves coming to a decision acceptable to
all members of the group without a vote being taken.
18. Constitution : A document setting out the fundamental principles governing the running of an
organization.
19. Convene : To call up a meeting.
20. Decision : Resolution minutes are sometimes called decision minutes.
21. Eject : Remove someone (by force if necessary) from a meeting
22. Executive : Having the power to act upon taken decisions.
23. Extraordinary Meeting : A meeting called for all members to discuss a serious issue affecting all
is called an extraordinary general meeting. Otherwise, it’s a non routine meeting called for a
specific purpose.
24. Ex officio : An individual that automatically becomes eligible to attend a meeting by the virtue of
an office or position held.
25. Guillotine : Cut short a debate – usually in parliament.
26. Honorary post : A duty performed without payment e.g honary secretary
27. Information, Point of : the drawing of attention in a meeting to a relevant item of fact.
28. Intra vires : Within the power of the committee or meeting to discuss, carry out
29. Lie on the table : A letter or document is said to lie on the table when it is decided at a meeting
to take no action upon the business concerned.
30. Lobbying : A practice of seeking members support before a meeting.
Meeting terminologies.

31. Minutes : The written record of a meeting; resolution minutes record only decision reached,
while narrative minutes provide a record of the decision- making process.
32. Motion : A formal statement, usually involving some proposed action, put to a meeting for
discussion and subsequent decision by vote.
33. Mover : The proposer of a motion. One who speaks on behalf of a motion.
34. Nem com : Nemine contradicente, from latin, meaning no one speaking against or no one
contradicting.
35. Opposer : One who speaks against a motion.
36. Point of order : This is a question regarding the procedure at a meeting or a query relating to the
standing orders or constitution raised by a member during the meeting e.g absence of quorum.
37. Other business : Either items left over from a previous meeting, or items discussed after the
main business of a meeting .
38. Proposal : An idea that has been submitted for consideration but has not yet been seconded.
39. Proxy : A person allowed to attend a meeting on behalf of an absent member. Literally ‘on
behalf of another person’ – proxy vote.
40. Quorum : Minimum number (or percentage of those invited) required to be at a meeting for it
to proceed legitimately.
41. Refer back : To pass an item back for further consideration.
42. Resolution : The name given to a motion which has been passed or carried; used after the
decision has been reached.
43. Seconder : One who supports the proposer of a motion or proposal by seconding it.
44. Secretary : Committee official responsible for the internal and external administration of a
committee.
45. Secret ballot : A system of voting in secret.
46. Shelve : To drop a motion which has no support.
47. Sine die : To adjourn a meeting without setting a date for the next meeting.
48. Standing Committee : A permanent committee. Has an indefinite term of office.
49. Standing Orders : The rules and regulations that govern the procedure of a meeting.
50. Table : To introduce a paper or schedule for noting.
51. Taken as read : To save time , it is assumed the members have already read the minutes.
52. Treasurer : Committee official responsible for its financial records and transactions.
53. Ultra vires : Acting beyond ones powers or jurisdiction
54. Unanimous : This is where a resolution is passed with every body voting for it. All being in favor.
55. Casting vote : : This is were a decision is made upon by voting.