Define terms associated with business meetings

Ad hoc
Means “Arranged for this purpose.”
Appointed to carry out one particular piece of work.
Sometimes they are called special or special purpose committees.
¾ Any other business (AOB)
At the end of a meeting there is often a section for items not covered by the rest of the agenda.
These may either be by prior arrangement with the chair or they may be items brought forward
by any member of the meeting without prior approval.
¾ Adjournment
Postponing the meeting because of lack of time or as further discussion needs to happen later.
¾ Amendment
A proposal to alter a motion by adding or deleting words.
¾ Casting vote
A second vote usually allowed to the chairman, except in the case of a company meeting. This is
only used when there is an equal number of votes ‘for’ and ‘against’.
¾ Dissemination
Spreading information widely.
¾ Memorandum and articles of association
Regulations drawn up by a company setting out the objects for which the company is formed
and defining the manner in which its business shall be conducted.
¾ Motion
A question or a proposal – which when passed (approved) becomes a resolution.
¾ No confidence
When the members of a meeting disagree with the chair they pass a vote of ‘no confidence’ in
the chair.
© Heather Baker 2010
¾ Point of order
A question regarding the procedure at a meeting or a query relating to the standing orders or
¾ Quorum
The minimum number of persons who must be in attendance to constitute a meeting. This is
stated in the constitution or rules of the organisation. If there are enough people the meeting is
then said to be ‘quorate’.
¾ Resolution
A formal decision carried at a meeting.
¾ Rider
An additional clause or sentence added to a resolution after it has been passed (NB: it is an
addition not an alteration).
¾ Right of reply
The proposer of a resolution has the right of reply when the resolution has been fully discussed.
¾ Standing orders
Rules compiled by the organisation regulating the manner in which its business is to be
¾ Status quo
Used to refer to a matter in which there is to be no change.
¾ Sub-committee
Appointed by a committee to deal with some specific branch of its work.
¾ Tabled
If a document is tabled it is first seen at the meeting (brought to the table).
¾ Terms of reference
Why a meeting takes place – its purpose and objectives.

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