Meetings Flashcards
What are the purposes of meetings?
To coordinate activities.
To report on some activity or experience.
To put forward ideas /grievances for discussion.
To give information to a group of people.
To obtain assistance.
To create involvement and interest.
List the rules governing meetings.
-memberships
-proxy
-elections
-meeting frequency
-notice of meeting (length of formal meetings is stipulated)
-motions
-responsibilities
-minutes of meeting (not needed in informal meetings)
What does amendment or motion of descend mean?
technical term for modification or changes
What does addendum mean?
addition to agenda or any other document
What are apologies?
formal notifications of inability to attend a meeting
What is brainstorming?
technique used to generate ideas from a group of people
Why is it mandatory to send apologies?
-shows responsibility and accountability
-shows respect
-for recording purposes
-to find a replacement
-so that we know the number of guests to expect
What does business arising mean?
This is a discussion on any matter recorded in the minutes of the previous meeting
What is a seconder?
The person who agrees with the motion.
What is a mover?
The proposer of the motion
What is motion of dissent?
A formal statement involving some proposed action put to a meeting for discussion and subsequent decision by vote
What does any other business mean?
This is an item on the agenda that provides an opportunity for those present to suggest additional matters for discussion
What is the casting vote?
Means that chairperson can vote again to break a tie,if there is a tie
Who are mostly the important members in a meeting?
The chairperson and the secretary
What are the responsibilities of the chairperson?
•laying out the agenda
•maintainance of order
•giving opening remarks
•mediating discussions
•starts and ends the meeting
•ensure participants do not go beyond the scope of discussion.
•keeps rude members in check
•give opportunity to speak
•to ensure that voting is done in a free and fair manner
What is an agenda?
These are the list of things to be discussed in the meeting.
What is a chairman’s agenda?
This has extra notes that help them facilitate the meeting.
What are the roles of the secretary before a meeting?
-agenda preparation
-notification and invitation
-circulating document
-logistics arrangements (venue, transport)
-role call
What are the roles of the Secretary during the meeting?
-attendance records
-help chairman ensure that there is law and order.
-clarifying procedures
What are the roles of the secretary after a meeting?
-preparing minutes
-distributing the minutes
-follow up on actions
-filling records
List the three main ways in which minutes are recorded.
-verbatim (exact words spoken by someone)
-resolution
-narration
Where is verbatim used?
I’m court reporting where everything needs to be recorded word for word
Discuss resolution
This is when only the main conclusions reached in a meeting are concluded. Usually in annual general meetings
Discuss narration
This is a concise summary of all discussions in a meeting
What is the layout and wording of minutes?
They should be written in past tense using third person and reported speech.
How do you write minutes?
Consists of the following:
-Heading
-Names of those present
-apologies (record names not reasons)
-absent (those were supposed to have attended the meeting but did not show up and no apologies we sent)
-minutes of previous meeting
-matters arising
-special items
-date of next meeting
-any other business
-closure of the meeting
