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This document defines key terms related to meetings and governance: an agenda outlines topics to be discussed, ad hoc meetings address specific urgent matters, verbatim minutes record exact words, a quorum is the minimum members to make decisions, proxies allow absent members to be represented, the chair has a casting vote for ties, ex-officio members serve based on their role, adjourning formally ends a meeting, and motions propose actions or discussions.

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Travis Ramlall
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16 views

Research

This document defines key terms related to meetings and governance: an agenda outlines topics to be discussed, ad hoc meetings address specific urgent matters, verbatim minutes record exact words, a quorum is the minimum members to make decisions, proxies allow absent members to be represented, the chair has a casting vote for ties, ex-officio members serve based on their role, adjourning formally ends a meeting, and motions propose actions or discussions.

Uploaded by

Travis Ramlall
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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1.

Agenda:
 An agenda is a list of topics or items to be discussed or addressed
during a meeting. It serves as a roadmap for the meeting, outlining
what will be covered and in what order.
2. Ad hoc:
 Ad hoc refers to something that is created or done for a specific
purpose or on a temporary basis. In the context of meetings, an ad
hoc meeting is one that is called or convened for a specific, often
urgent, purpose.
3. Verbatim:
 Verbatim means word-for-word or in exactly the same words as
originally spoken or written. Meeting minutes taken verbatim
record the exact words spoken by participants during the meeting.
4. Quorum:
 A quorum is the minimum number of members required to be
present at a meeting for it to be considered legally valid and able
to make decisions. It ensures that important decisions are not
made without sufficient representation.
5. Proxy:
 A proxy is a person who is authorized to represent another person,
typically a member or shareholder, in a meeting when the original
member cannot attend. The proxy can cast votes and participate
on behalf of the absent member.
6. Casting Vote (Chairperson):
 The casting vote is a tie-breaking vote given to the chairperson or
presiding officer of a meeting. It is used when there is an equal
number of votes for and against a motion. The chairperson's
casting vote can tip the balance and decide the outcome.
7. Ex-officio:
 Ex-officio means "by virtue of the office." In the context of
meetings, it refers to individuals who are automatically members
of a committee or board because of their position or role within
an organization, without the need for election or appointment.
8. Adjourn:
 To adjourn a meeting means to formally end it, either temporarily
or permanently. When a meeting is adjourned, it means that the
current session is closed, and participants will reconvene at a later
time.
9. Motion:
 A motion is a proposal or formal request made by a meeting
participant for the group to take a specific action, make a decision,
or discuss a particular matter. Motions are often used to move the
meeting's agenda forward and make decisions.

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