TERMS

Abstention: Not voting for or against a

motion.

Ad hoc committee: A committee appointed

i, , for a specific task only.

Addendum: Words added to a motion that is

proposed.

Address the chair: Any member who wishes

to express his/her view on a matter must stand
and address the chair as: Mr Chairperson or
Mr Chairman for a gentleman; Madam
Chairperson or Madam Chairman for a lady.

Adjournment: The closing of a meeting

before all the items on the agenda are
discussed. Such a meeting will be reconvened
at a future time to continue with the other items
on the agenda.

Amendment: A change in the wording of a

motion that is proposed.

Attendance sheet: A sheet of paper

appropriately headed 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

aniatter.

Constitution: A document outlining the rules

and regulations "(or the conduct of the business
of an organization.

Dropped motion: A motion that has not been

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 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 th e table: The decision at a meeting
that no further action be taken 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 objectives and the
regulations controlling its internal management.
, Motion: A proposal 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. No one voted against a
mater though some may have abstained;
Nern dis: Without any dissension.
~-
Minutes: A record of the discussions at a ,;:
meeting on each item on the agenda, the
decisions arrived at and the resolutions. The
record of each item is shown as a separate
minute. It is written in reported speech.
Next business: The next item on the agenda.
The discussion of a matter may be brought to
an end and the meeti~g proceeds with the next
business (next item on the agenda).
Point of order: A point raised concerning the
breach of the Standing Orders.
Poll: Voting by ballot paper.
Postponement: The decision to put off a ·
meeting to a future date.
Proxy: A person who is authorized by another
person to vote on his/her behalf.
. ·mum number of members
QuorUm .· The mint h Id a valid meetmg.
.
who must be present to o
Resolution: A motion that is passed at a
meeting by a majority vote.
Rider: An addition to a resolution. It m~st be
proposed, Seconded and a vote taken on 1t..,
Right of reply: The prop~ser of_ a motion is
entitled to reply after the d1scuss1~n~ on a .
motion are completed and before it is put for a
vote.
Sine die: With no agreed date - indefinitely.
Standing ~ommittee: A permanent committee
assigned to carry on routine activities.
Status quo: Everything remains t he same - in
its existing stater
Sub-committee: A smaller committee formed
from menibers of a main committee to deal
with a particular matter and report back to the
main committee.
Terms of reference: A statement setting out
the work to be undertaken by a member or a
committee.
Ultra vires: Outside the powers granted by
authority or by law to a person or organization.
Unanimous: When everyone present at a
meeting voted in favour of a motion.
Verbatim: -An account containing exactly the
same words of the speaker.
Vote of no ~onfide~~e: When the majority of
me~bers d1sagr~e with the actions taken by the
chairperson durmg a meeting they can . . _
" , move a
vote of no confidence".