Key Terms: Meetings

Question 1

Abstention

Answer 1

When a participant in a vote either does not go to vote (on Election Day) or, in parliamentary procedure,
is present during the vote, but does not cast a ballot. An abstention may be used to indicate the voting individual’s ambivalence about the measure or mild disapproval that does not rise to the level of active opposition. Abstentions do not count in tallying the vote; when members abstain, they are in effect only attending the meeting to aid in constituting a quorum

Question 2

Action item list

Answer 2

An action item is a documented event, task, activity or action that needs to take place. Action items
are usually documented in the meeting minutes and are recorded in the task list of the group. At the next meeting the action item list is reviewed by the group and at that meeting the facilitator will check the status of these items

Question 3

Agenda

Answer 3

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment

Question 4

Amend a motion

Answer 4

Amend a motion is used to modify another motion. The motion to amend takes three basic forms:
Inserting or adding words or paragraphs; Striking out words or paragraphs; Striking out words and inserting or adding others or substituting an entire paragraph or complete resolution for another.

Question 5

Ballot

Answer 5

A ballot is a device used to record choices made by voters. Each voter uses one ballot. Ballots are not shared

Question 6

Committee report

Answer 6

These reports should highlight matters to be decided and recommendations by the committee.
Supporting research should be included in the reports. Committees need to clearly state the actions they are asking the board to take, and you should provide your committees with a suggested format for their reports and a sample.

Question 7

Debate

Answer 7

During an election, a formal discussion involving opposing candidates vying for the same position.

Question 8

Executive session

Answer 8

When a board must hold a discussion or make decisions of a sensitive nature. The topics that
commonly require an executive session and are allowable by law usually include personnel issues, contract negotiations and discussions, lawsuits and other legal matters, and governing document violations

Question 9

Financial report

Answer 9

This is a report on the community’s financial condition and activities, including a general ledger,
variance, accounts payable, income statement and balance sheet.

Question 10

Majority

Answer 10

Over 50% of the votes needed to win an election. The majority vote can come from those owners who
attend the meeting, in person or by proxy, to decide all matters except special issues.

Question 11

Management report

Answer 11

This is the manager’s report on the association’s current management and administrative activities

Question 12

Minutes

Answer 12

The minutes of a meeting document the decisions made during the meeting. This provides a permanent
public record of positions and actions taken by the board.

Question 13

Notice of meeting

Answer 13

An official announcement that a meeting will take place, which should be sent in writing to board
members at least a week before a meeting

Question 14

Motion

Answer 14

A formal proposal stating that the association took certain action

Question 15

Parliamentary procedure

Answer 15

The body of rules, ethics, and customs governing meetings and other operations

Question 16

Plurality

Answer 16

Awards the election to the candidate with the most votes, regardless of whether or not they received the
majority

Question 17

Proxy

Answer 17

Proxy is the agency, function, or power of a person authorized to act or vote in place of another resident who could not be present

Question 18

Quorum

Answer 18

Quorum is the number of residents required to be present to transact business legally. That number is
established in the association’s by-laws.

Question 19

Robert’s Rules of Order

Answer 19

A book that provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.

Question 20

Second a motion

Answer 20

Generally, once the motion has been proposed, consideration by the assembly occurs only if
another member of the body immediately seconds the motion.

Question 21

Table a motion

Answer 21

Incomplete items on the agenda should be rescheduled, or tabled, for another meeting.

Question 22

Timed agenda

Answer 22

A more specific agenda that limits the amount of time focused on specific areas, so as to move the
meeting along at a more thorough and prompt pace.