1. Roles of the Secretary and Chairperson
Terms of Meetings
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2. 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
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3. 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.
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4. 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.
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5. 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
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6. 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.
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7. 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.
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8. 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.
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9. 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
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10. 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
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11. 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
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12. 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.

13. Revision Question 1 & 2
What is meant by the term ‘to Abstain’ which is often used at meetings?
What is an amendment?
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14. Revision Question 3
What is meant by the following terms often used at meetings:
Ballot
Casting Vote
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15. Revision Question 4
What is a Motion?
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16. Revision Question 5 What do you understand by the following terms:
Postpone
Proposer
Quorum
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17. Revision Question 6 What do you understand by the following terms:
Resolution
Seconder
Unanimous
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18. Revision Question 7
What does the word ‘Verbatim’ mean?
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19. Revision Question 8
Using meeting terminology, describe the process from proposal to conclusion.
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20. THE END