Terminology Flashcards
(24 cards)
ACTION ITEM LIST
A documented event, task, activity or action that needs to take place. Action items are usually documented in the meeting minutes and are recorded in the task list of the group. At the next meeting the action item list is reviewed by the group and at that meeting the facilitator will check the status of these items.
AGENDA
A list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment.
AMEND A MOTION
Used to modify another motion. The motion to amend takes three basic forms:
1. Inserting/adding words or paragraphs
2. Striking out words or paragraphs
3. Striking out words and inserting or adding others, or
substituting an entire paragraph or complete resolution for
another
BALLOT
A device used to record choices made by voters. Each voter uses one ballot, which are not shared.
COMMITTEE REPORT
Highlight matters to be decided and recommendations by the committee.
Supporting research should be included in the reports. Committees need to clearly state the actions they are asking the board to take and you should provide your committees with a suggested format for their reports and a sample.
DEBATE
During an election, a formal discussion involving opposing candidates vying for the same position.
EXECUTIVE SESSION
When a board must hold a discussion or make decisions of a sensitive nature. The topics that commonly require an executive session and are allowable by law usually include personnel issues, contract negotiations and discussions, lawsuits and other legal matters, and governing document violations.
FINANCIAL REPORT
This is a report on the community’s financial condition and activities, including a general ledger, variance, accounts payable, income statement and balance sheet.
MAJORITY
Over 50% of the votes needed to win an election. The majority vote can come from those owners who attend the meeting, in person or by proxy, to decide all matters except special issues.
MANAGEMENT REPORT
The manager’s report on the association’s current management and administrative activities.
MINUTES
The minutes of a meeting document the decisions made during the meeting. This provides a permanent public record of positions and actions taken by the board.
MOTION
A formal proposal stating that the association took certain action.
NOTICE OF MEETING
An official announcement that a meeting will take place, which should be sent in writing to board members at least a week before a meeting.
PARLIAMENTARY PROCEDURE
The body of rules, ethics, and customs governing meetings and other operations.
PLURALITY
Awards the election to the candidate with the most votes, regardless of whether or not the received the majority.
PROXY
Proxy is the agency, function, or power of a person authorized to act or vote in place of another resident who could not be present.
QUORUM
The number of residents required to be present to transact business legally. That number is established in the association’s by-laws.
ROBERT’S RULES OF ORDER
A book that provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.
SECOND A MOTION
Once a motion has been proposed, consideration by the assembly occurs only if another member of the body immediately seconds the motion.
TABLE A MOTION
Incomplete items on the agenda should be rescheduled, or tabled, for another meeting.
TIMED AGENDA
A more specific agenda that limits the amount of time focused on specific areas, so as to move the meeting along at a more thorough and prompt pace.
ARTICLE OF INCORPORATION
Brings the corporation into existence, defines its basic purposes and powers, indicates whether stock will be issued, and indicates whether there will be a board of directors.
BYLAWS
Formally adopted governing regulations for the administration and management of a community association.
CC&RS (COVENANTS, CONDITIONS & RESTRICTIONS)
The governing documents that dictate how the homeowner’s association operates and what rules the owners - and their tenants and guests - must obey. These legal documents might also be called the bylaws, the master deed, the houses rules or another name. These documents and rules are legally enforceable by the homeowner’s association, unless a specific provision conflicts with federal, state or local laws.
