Meeting Terminology

Secretary

• A person responsible for taking all minutes at the chapter meetings and presenting the minutes.

• A person who manages the financial accounts of the organization.

• A person who organizes events and activities for the chapter.

• A person who oversees the recruitment of new members.

Minutes

• A summary of the financial report presented at the meeting.

• The record of business transacted at any meeting.

• A list of attendees at the meeting.

• An agenda for future meetings.

Main motions

• Motions used to obtain group approval on a particular subject.

• Motions that are used to delay a decision.

• Motions that require a two-thirds majority to pass.

• Motions that are only used in formal meetings.

Chair

• The officer who presides over the meeting is strictly neutral, allowing members to “carry” the discussion.

• A piece of furniture designed for sitting.

• A position of authority in a committee or organization.

• A type of seat with a back and often four legs.

Second

• An indication that another person is interested in seeing the motion come before the meeting.

• A formal request to end the discussion.

• A method to vote on a motion.

• A way to introduce a new topic in the meeting.

Agenda

• A plan that lists the events or items in a meeting.

• A document that summarizes the minutes of a meeting.

• A list of participants in a meeting.

• A schedule of breaks during a meeting.

Informal style

• A meeting style with a strict agenda and formal procedures.

• A meeting style with a flexible meeting agenda, basic parliamentary procedure skills, and officers who are present to help control the discussion.

• A meeting style that requires formal dress codes and advanced parliamentary skills.

• A meeting style that is only conducted online without any physical presence.

Meeting

• A gathering of a group of people for a shared purpose.

• A formal discussion between two individuals.

• A social event with no specific agenda.

• A type of gathering for recreational activities.

Gavel

• An instrument used to maintain order during a meeting.

• A tool for measuring time during speeches.

• A decorative item used in formal ceremonies.

• A type of musical instrument played in orchestras.

Formal style

• A casual meeting style with open discussions and no set agenda.

• A meeting style with a precise meeting agenda where standard parliamentary procedure is followed and elected officers control discussions and voting.

• An informal gathering focused on brainstorming and idea sharing.

• A style that emphasizes flexibility and spontaneity in discussions.