Roles of the Secretary and Chairperson Terms of Meetings end show

Meeting Terminology There are many terms used during the course of a formal meeting. Here are the most common: ABSTAIN Where a member refrains from voting either in favour of or against a motion. Where a member wishes to speak they must go through the Chairperson, e.g. ‘Madam Chairperson’ or ‘Mr Chairman’. ADDRESS THE CHAIR back to questions

Meeting Terminology If a meeting is running out of time it may be necessary to adjourn the meeting until a later date. ADJOURNMENT AMENDMENT This is a change to a proposed motion by the addition, deletion or modification of words. An amendment must be proposed, seconded and voted upon in the usual way. back to questions

Meeting Terminology A written vote with provision for preserving secrecy of each individual’s vote. BALLOT An additional vote, usually held by the Chairperson, to enable a decision to be made if the votes when counted are equally ‘for’ and ‘against’ a motion. CASTING VOTE MAJORITY The greater number of members either vote ‘for’ or ‘against’ a motion. back to questions

Meeting Terminology MOTION A proposal moved by a member suggesting the way forward. This should be discussed at a meeting. A query raised by a member regarding the procedure at a meeting or a query relating to the standing orders or constitution, e.g. absence of a quorum. POINT OF ORDER back to questions

Meeting Terminology POSTPONE Delaying an item on the agenda for a future meeting or temporarily holding off a meeting until another time. PROPOSER The member putting forward a motion for discussion at a meeting. QUORUM This is the minimum number of members necessary for a meeting to be held. The quorum will be specified in the regulations or constitution. back to questions

Meeting Terminology RESOLUTION Once passed, a motion becomes a resolution. SECONDER A person who supports the proposer of a motion. UNANIMOUS When all the members of a meeting have voted in favour of a motion it is said to be carried unanimously. back to questions

Meeting Terminology STANDINGORDERS These are the organisational rules relating to the organisation and running of meetings and are usually found in its founding articles. These may lay down such things as what makes up a quorum, etc. VERBATIM A word-for-word record of what was said. back to questions

How a Motion is passed motion – a suggestion is proposed for discussion proposer – the person putting forward the motion for discussion at a meeting seconded – the proposal normally requires to be seconded by someone else who supports the proposal. If it is seconded, discussion will usually take place amendment – during the discussion someone may propose an ‘amendment’ to the motion in order to improve it back to questions

How a Motion is passed point of order – during the discussion you may hear the Chairperson or other member remind the meeting of a ‘point of order’ - this normally means that one of the rules of the meeting has not been followed, that the discussion has become irrelevant or that the language used is unacceptable right of reply – when discussion has taken place the proposer should be given the ‘right of reply’ before the motion is put to the vote back to questions

How a Motion is passed the vote could take any of the following forms – show of hands, ballot, go into division or voice resolution – once the motion has been fully discussed it may then be put to a vote and a ‘resolution’ (a decision) reached which either accepts or rejects it. The Secretary should record the resolution rider – this is an addition to a resolution after it has been passed back to questions

Revision Questions Try to answer the questions on the next few slides To the questions If you need help to answer them then click on the action button next to each question.

Revision Question 1 & 2 What is meant by the term ‘to Abstain’ which is often used at meetings? What is an amendment? next question

Revision Question 3 What is meant by the following terms often used at meetings: Ballot Casting Vote next question

Revision Question 4 What is a Motion? next question

Revision Question 5 What do you understand by the following terms: Postpone Proposer Quorum next question

Revision Question 6 What do you understand by the following terms: Resolution Seconder Unanimous next question

Revision Question 7 What does the word ‘Verbatim’ mean? next question

Revision Question 8 Using meeting terminology, describe the process from proposal to conclusion. next question

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