TERMS USED IN A MEETING

MOTION
A proposal put before a meeting.
ADDENDUM
An amendment which adds words to the original motion or simply an addition to a
motion.
AGENDA
A list of items to be discussed at a meeting.
AD HOC
This word means for this purpose; an ad hoc committee is set up to perform a specific
task and disbanded thereafter.
ADJOURNMENT
This is a postponement or temporally stoppage of a meeting.
CARRIED
This is a motion that has passed in a meeting.
CASTING VOTE
This is a vote given to the chair that he/ she uses only when there is an impasse
(deadlock), that is when there are equal number of votes for and against the proposal.
EX-OFFICIO
This is a non-elected member that serves on a committee because of office held. [Ex-
officio = by virtue of office]
LIE ON THE TABLE
This is a motion left in abeyance or untackled.
Something-a motion, letter, etc is said to ‘lie on the table’ when the meeting decides that
no action should be taken on it at present.
NEMINE CONTRADICENTE [NEM CON]
This refers to a motion that has been passed without any vote against it though some
members may have abstained.
PROXY
A proxy is a substitute for an elected member. This is where a member entitled to attend
and vote may appoint and send a substitute known as a proxy.
QUORUM
This is the minimum number of members required to constitute a valid meeting.
SINE DIE
This means’ ‘without a date’’. A meeting is said to have been adjourned ‘sine die’ when
the date of the next meeting has not been set.
OUT OF ORDER
This is when the chair calls any such member who bleaches the regulations governing the
meeting.
PROPOSER
Is the one who puts a motion for consideration in the meeting.

SUBSTANTIVE MOTION
This is a motion that has been amended.
UNANIMOUSLY
A motion is said to have been carried unanimously when all members vote for it.
ULTRA VIRES
This is a Latin word which means ‘beyond one’s power’.
Therefore ultra vires means outside the legal power or authority of the organization.
The chair will rule out any such member who goes beyond the legal power of the
committee or organization.
CO-OPTED MEMBER
This is someone invited to save on a committee of which he is not a member by virtue of
special knowledge that he may be able to contribute.
Therefore, to co-opt is to invite an individual to serve on a committee as a result of a
majority vote.
SECONDER
This term refers to a person that supports a motion (proposal) put before meeting.
STANDING ORDERS
These are permanent rules by which a meeting is governed.
POINT OF ORDER
Any member may put to a chairman his ruling against questions about standing orders or
remarks.
COLLECTIVE RESPONBILITY
A convention where all members agree to abide by a majority decision.
ABSTENTION
This is when a member refrains from casting a vote either in favours of or against a
motion.
OPPOSER
One who speaks against a motion.
PROXY VOTE
A member may be appointed to vote by proxy, i.e. on behalf of another member who is
unable to attend the meeting.

TERMS OF REFERENCE
A statement of work to be carried out by a group or a committee, providing guidelines as
to how it should be done and expressing any limitations in respect of methods.
INTRA VIRES
Within the legal power or authority of the committee or organization (see also ‘ultra
vires).
RESOLUTION
Once passed, a motion becomes a resolution.
AMMENDMENTS
It is the alteration to a motion by the addition, deletion or modification of words. Any
amendment must be proposed, seconded and put to the vote in the usual way.
ADDRESSING THE CHAIR
Where a member wishes to speak they must first address the chairperson.

TELLER
A person appointed to count votes by a show of hands.
RIDER
This is addition to a resolution after it has been passed. It adds to a resolution rather than
altering it. It must be proposed, seconded and put to the meeting in the usual way.