Meetings

Question 1

What is a meeting?

Answer 1

A formal or informal face-to-face channel of communication among people on a specific topic or issue.

Question 2

What is the importance of a meeting?

Answer 2

It enables members to assemble at specific times and places to discuss the affairs of the organization, identify goals and obtain immediate reaction and feedback from others and ensure objectives are achieved.

Question 3

What are the purposes for a meeting?

Answer 3

To discuss matters, make recommendations, exchange information, give annual reports, have elections, fulfill legal stipulations, encourage and praise employees/employers, instruct or brief members and to plan and reach an agreement o actions to be taken.

Question 4

What are the types of meetings?

Answer 4

Formal, Informal Meetings.

Question 5

What is a Formal Meeting?

Answer 5

Meetings that are convened according to regulations

Question 6

What are the types of Formal Meetings?

Answer 6

Ordinary, Extraordinary, committee, board, statutory, meetings of creditors and annual general meetings.

Question 7

What is an Ordinary Meeting?

Answer 7

A meeting that is held at regular intervals according to regulations of the organization so that committiees may report to members on its activities.

Question 8

What is an Extraordinary Meeting?

Answer 8

A meeting held when the need arises.

Question 9

What is a Committee Meeting?

Answer 9

A meeting held periodically by committee members.

Question 10

What is a Board Meeting?

Answer 10

A meeting held by the Board of Directors/Members when the need arises.

Question 11

What is a Statutory Meeting?

Answer 11

The first meeting held in accordance with the law, no sooner than one month or later than three months after a company is entitled to start business in order to inform shareholders about the position and vision of the company.

Question 12

What is a Meeting of Creditors?

Answer 12

A meeting held when debtors are bankrupt.

Question 13

What is an Annual General Meeting?

Answer 13

A meeting held every year where officials can present annual reports, financial statements and hold elections.

Question 14

What is an Informal Meeting?

Answer 14

A meeting that is convened at short notice orally or by informally written notes.

Question 15

What are the types of Informal Meetings?

Answer 15

Departmental, Union, Managerial Progress, Working Party, Staff, Emergency, Teleconferencing, Videoconferencing and Committee Meetings.

Question 16

What is ?

Question 17

What is ?

Question 18

What is ?

Question 19

What is ?

Question 20

What is ?

Question 21

What is ?

Question 22

What is ?

Question 23

What is ?

Question 25

What are the functions of the Committee?

Answer 25

Perform specific assignments, investigate and make recommendations, devise ways of satisfying members and managing or assisting in managing the organization.

Question 26

What are the types of Committees?

Answer 26

Ad-hoc, Executive, Advisory, Sub-Committee, Standing and Join/Consultative Committees.

Question 27

What is an Ad-hoc Committee?

Answer 27

A committee appointed to carry out a specific task for a limited time.

Question 28

What is an Executive Committee?

Answer 28

A committee elected to represent the organization and make decisions on its behalf.

Question 29

What is an Advisory Committee?

Answer 29

A committee which gives advice on different matters.

Question 30

What is a Sub-Committee?

Answer 30

A smaller committee of another committee.

Question 31

What is a Standing Committee?

Answer 31

A committee appointed to deal with certain matters that arise regularly and to report its findings to the executive committee.

Question 32

What is a Join/Consultative Committee?

Answer 32

A committee consultancy.

Question 33

What is Abstention?

Answer 33

Not voting for or against a motion.

Question 34

What is Ad hoc committee?

Answer 34

A committee appointed for a specific task.

Question 35

What is Addendum?

Answer 35

Words added to a motion proposed.

Question 36

What is Addressing the chair?

Answer 36

Any member wishing to express his/her view on a matter must first be recognized by the chair. In a large meeting the person usually stands and addresses the chair as Mr Chairperson or Mr Chairman for a gentleman and Madam Chairperson or Madam Chairman for a lady. If it is a small meeting the person may sit and address the chair.

Question 37

What is an Adjournment?

Answer 37

The closing of a meeting before all the items on the agenda have been discussed to be reconvened at a future time to continue with the other items on the agenda.

Question 38

What is an Agenda?

Answer 38

A list of items in the order in which they are to be discussed at a meeting. Amendment - A change in the wording of a motion that is proposed.

Question 38

What is an Attendance sheet ?

Answer 38

A sheet of paper headed appropriately and passed among members for signature as a record of those present at a meeting.
Ballot - A form on which a secret vote is marked
Casting vote - A vote allowed to the chairperson when there is a tie - the same number of votes for and against a motion.
Closure - A proposal to end the discussions on a matter.
Constitution - A document outlining the rules and regulations for the conduct of the business of an organization.
Dropped motion- A motion not supported (seconded) by any member, or one that the proposer wishes to withdraw.
En bloc - Everything or everybody taken all together as one group.
In camera - In privacy: a meeting held in a closed room and to which the public is not
invited.
In extenso - In full length.
Intra vires - Within the powers granted by authority or by law to a person or organization.
Joint committee - The merger of two or more committees.
Lie on the table - A decision at a meeting that no further action be taken at the present on the matter under discussion.
Majority - The greater number of votes cast either for or against a matter.
Memorandum and articles of association - A document stating the name of an organization, its registered office, its objects and the regulations controlling its internal
management.
Motion - A proposal that is formally made at a meeting by a member (proposer) for discussion, and supported by another member (seconder).
Nem con (nemine contradicente) - With no one contradicting, a matter no one voted against although some may have abstained.
Nem diss (nemini dissentiente) - Without dissention.
Minutes - A record (in reported speech) of the discussions at a meeting on each item on the agenda, the decisions arrived at and the resolutions taken, with each item shown as a separate minute.
Next business - The next item on the agenda after a matter under discussion is brought
to an end; the meeting proceeds with next business.
Point of information - A factual piece of information concerning a debate.
Point of order - A point raised concerning a breach of the standing orders.
Poll-Voting by ballot paper.
Proxy - A person authorised to vote on behalf of another, or a form on which a person who is unable to attend a meeting, indicates his/her voting preference.
Postponement - The decision to put off a meeting to a future date.
Quorum - The minimum number of members who must be present at a meeting for it to be valid.
Resolution - A motion that is passed at a meeting by a majority vote.
Rider - An addition to a resolution, which must be proposed, seconded and a vote taken on it.
Right of reply - The entitlement to reply of the proposer of a motion after discussions on a motion are completed and before it is voted on.
Sine die - With no agreed date, indefinitely.
Standing order - Rule or regulation regarding the conduct of a meeting.
Status quo - Everything remains the same, in its existing state
Summing-up speech - A short speech given at the end for or against a motion.
Table a motion - To have a matter included on the agenda for discussion.
Take from the table - To continue the discussion on a matter that was previously laid on the table.
Terms of reference - A statement setting out work to be done by a member or a committee.
That the question be now put - A motion to end discussion on a question before the meeting.
Ultra vires - Outside the powers granted by authority or law to a person or organization.
Unanimous vote - A vote in which everyone present at a meeting was in favour of a motion.
Verbatim - An account containing the exact words of the speaker.
Vote of no confidence - A vote taken when the majority of members disagree with the actions taken by the chairperson during a meeting, indicating they have ‘no confidence’ in the chair