Meetings

Question 1

What are the purposes of meetings?

Answer 1

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.

Question 2

List the rules governing meetings.

Answer 2

-memberships
-proxy
-elections
-meeting frequency
-notice of meeting (length of formal meetings is stipulated)
-motions
-responsibilities
-minutes of meeting (not needed in informal meetings)

Question 3

What does amendment or motion of descend mean?

Answer 3

technical term for modification or changes

Question 4

What does addendum mean?

Answer 4

addition to agenda or any other document

Question 5

What are apologies?

Answer 5

formal notifications of inability to attend a meeting

Question 6

What is brainstorming?

Answer 6

technique used to generate ideas from a group of people

Question 7

Why is it mandatory to send apologies?

Answer 7

-shows responsibility and accountability
-shows respect
-for recording purposes
-to find a replacement
-so that we know the number of guests to expect

Question 8

What does business arising mean?

Answer 8

This is a discussion on any matter recorded in the minutes of the previous meeting

Question 9

What is a seconder?

Answer 9

The person who agrees with the motion.

Question 10

What is a mover?

Answer 10

The proposer of the motion

Question 11

What is motion of dissent?

Answer 11

A formal statement involving some proposed action put to a meeting for discussion and subsequent decision by vote

Question 12

What does any other business mean?

Answer 12

This is an item on the agenda that provides an opportunity for those present to suggest additional matters for discussion

Question 13

What is the casting vote?

Answer 13

Means that chairperson can vote again to break a tie,if there is a tie

Question 14

Who are mostly the important members in a meeting?

Answer 14

The chairperson and the secretary

Question 15

What are the responsibilities of the chairperson?

Answer 15

•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

Question 16

What is an agenda?

Answer 16

These are the list of things to be discussed in the meeting.

Question 17

What is a chairman’s agenda?

Answer 17

This has extra notes that help them facilitate the meeting.

Question 18

What are the roles of the secretary before a meeting?

Answer 18

-agenda preparation
-notification and invitation
-circulating document
-logistics arrangements (venue, transport)
-role call

Question 19

What are the roles of the Secretary during the meeting?

Answer 19

-attendance records
-help chairman ensure that there is law and order.
-clarifying procedures

Question 20

What are the roles of the secretary after a meeting?

Answer 20

-preparing minutes
-distributing the minutes
-follow up on actions
-filling records

Question 21

List the three main ways in which minutes are recorded.

Answer 21

-verbatim (exact words spoken by someone)
-resolution
-narration

Question 22

Where is verbatim used?

Answer 22

I’m court reporting where everything needs to be recorded word for word

Question 23

Discuss resolution

Answer 23

This is when only the main conclusions reached in a meeting are concluded. Usually in annual general meetings

Question 24

Discuss narration

Answer 24

This is a concise summary of all discussions in a meeting

Question 25

What is the layout and wording of minutes?

Answer 25

They should be written in past tense using third person and reported speech.

Question 26

How do you write minutes?

Answer 26

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