Meetings Flashcards
What is a meeting?
A meeting is a gathering of two or more people for a common purpose.
What are the two categories of meetings?
Formal & Informal
What is verbatim?
A word-for-word report of a speech
The term ad-hoc is used in connection with whom?
What is it?
Committees
A committee set up for a specific purpose
Distinguish between quorum and adjourn
Adjourn means to close a meeting and suspend until a later, stated time while Quorum is the minimum number of persons who must be present before a meeting can begin.
What information should be on the notice?
Date, time, venue, the purpose of the meeting, name of the organization
Who is an ex-officio?
A person who is automatically a member of the board because of the position they hold
List 5 tasks to complete before the meeting, on the day of the meeting, after the meeting
- Before*
- Send out notice and agenda and any other important document, book room/venue for a meeting, arrange parking space for new member or visitor, Obtain a list of ho should attend, Arrange for equipment
- On the Day*
- Enure room I ready for meeting
If an equal number of members that are at a meeting are for and against a motion what should the chairperson do?
Cast a deciding vote
What does the term casting vote mean?
A second vote that the chairperson is authorized to make when there’s an equal number of votes for and against a motion the casting vote is a tiebreaker.
Who is a proxy?
A person who is authorized to act on behalf of another person
What are the types of meetings?
Formal General Meeting Annual General Meeting Extraordinary General Meeting Committee Meeting Statutory Meeting
Informal
Staff Meeting
Department Meeting
What is the Importance Of Minutes?
They provide a record of the discussion at the meeting, identify actions to be taken and by whom, record whether goals have been achieved, assist in planning future meetings.
What information should the minutes contain?
Date, time, venue, names of those who were present, apologies for absence if given, name of the chairperson, the purpose of the meeting, issues being discussed, the decision taken, date, time, venue of next meeting
