Technical terms

These are many and varied, but you will not be required to know them all. You should, however, make yourself familiar with the more common. Here are some of them:

· ad hoc: this is a Latin phrase meaning for this purpose. Therefore, an ad hoc committee is one that has been appointed for a specific purpose, to carry out a particular aim, to report back on a special responsibility. It is sometimes called a working party or special committee.

· amendment: this is a motion to alter an original motion, normally by the addition or deletion of words. Like a motion, it must be moved and seconded. If there is a vote on a motion, the amendment must be taken first.

· casting vote: this is an additional vote given to the Chairperson by the rules or regulations of the company. It is used by the Chairperson only when the votes for and against a motion are divided equally, so that a decision may be reached.

· co-opted member: this is a person specially appointed to act on a committee as an additional committee member, usually because he or she has some special qualification, knowledge, or experience which will be useful to the committee.

· ex-officio: this is a Latin phrase meaning by virtue of office. An ex-officio member of committee is appointed by virtue of some other position or office he may hold. For example, a trade union shop steward may, by virtue of his office, be ex-officio a member of his works Job Evaluation Committee.

· lie on the table: this is a motion proposing that no action be taken on a particular matter; in other words, that it should 'lie on the table'. It may, of course, be raised again at a subsequent meeting.

· motion: this is a formal proposal put before a meeting for the purpose of arriving at a decision. Each motion must be moved and seconded. If it is not seconded there will be no discussion on the point in question and no vote, and the motion 'falls to the ground'.

· nem con: this is abbreviated Latin for nemine contradicente meaning no one contradicting. A motion is carried nem con when there have been no votes against, although there may have been abstentions.

· next business: this is a way of ending discussion on a particular item before the meeting. The motion normally takes the form 'that the meeting proceed with the next business'.

· out of order: a statement or remark made by a member of committee is said to be out of order when it involves a breach of the rules governing the meeting.

· put the question: this is the way in which the Chairman announces the motion, e.g. 'The question before the meeting is...'

· quorum: this is the minimum number required to be present at a meeting in order to make the meeting valid. This number is laid down in the regulations or rules of the company, association, club etc.

· resolution: this is a formal decision arrived at by vote of the members of the meeting.

· rider: this is an addition to a resolution after it has been passed. It adds to, but does not alter the sense of the resolution, so it differs from an amendment. It must be proposed, seconded and voted upon.

· status quo: this is an abbreviation of the Latin status quo ante and means the existing circumstances.

· sub-committee: a sub-committee is appointed by the committee for a special purpose. For example, a Tennis Club committee may appoint an Entertainments sub-committee.

· unanimously: when all members at a meeting vote in favour of a motion, the motion is said to be carried unanimously, i.e. with one voice.

If you have to attend committee meetings as a member or write minutes as a Secretary to a committee it is essential that you know and understand these technical terms.

THEME 3. NEGOTIATIONS – AN INTEGRAL PART OF SUCCESSFUL BUSINESS