Meeting documentation in the workplace 3. Meeting terminology
It is important that you understand and know the following meeting terminology. It appears in alphabetical order.
Vocabulary
resumes – begins again or continues aſter an interruption
Term Adjourn Agenda
Attendance register Casting vote
Chairperson Closure/Closing Constitution Convene General Matters arising Minutes Meaning
To take a break before all the items on the agenda have been dealt with. Te meeting resumes aſter the break.
A list of items/topics to be discussed at a meeting. A complete list of all the members who attend the meeting.
If there is a deadlock in the voting (two sides equal), the chairperson has the ‘casting vote''; whether it should be for or against the motion.
Te person in charge of a meeting; who chairs/controls the meeting.
Te official closing of a meeting by the chairperson aſter all the matters which appear on the agenda have been finalised.
Te rules and regulations that govern the activities of an organisation.
To schedule or ‘call’ a meeting by sending out a notice to inform members.
Sometimes the chairperson allows members to add something to the agenda aſter s/he has opened the meeting.
On an agenda, a list of items from a previous meeting which were not finalised, or which need further discussion or reporting back.
An accurate, unbiased record or summary of the proceedings of a meeting; the discussions and decisions taken at a meeting.
Minutes of previous meeting Tese are normally sent out with the notice and agenda of a meeting to give members the opportunity to read them and to check that they are correct. At the meeting the minutes are approved by the members and signed by the chairperson.
Motion New business Notice Proposal Quorum Did you know? Te secretary is oſten
referred to as secretariat in the corporate world and workplace
Resolution Second
Secretary Treasurer
A formal proposal that is put to the meeting for discussion and voting.
A list of matters to be discussed at a meeting – in other words, the reason for having the meeting.
A notification that a meeting will take place. It gives the venue, address, date and time of the meeting.
A formal suggestion that is put on the agenda for discussion. Te person who makes the proposal (proposes) is the proposer.
Te minimum number of people to be present for the meeting to be valid (according to its constitution).
A decision that has been taken at a meeting.
To support a proposal/to agree that it should be discussed. Te person who seconds is called a seconder.
Te committee member who sends out the notice and agenda of a meeting, writes the minutes and keeps records.
Te committee member who is responsible for the finances.
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