H p.

127

First read the passage below. Then explain the meanings of the words and phrases which
have been highlighted.

The effectiveness of any committee is inevitably determined by the actions of its

chairperson. The chairperson is responsible for compliance with the technicalities. For
example, the meeting must have been properly convened and a quorum of members must
be present. Furthermore proper notice of the meeting must have been given.

The charisma and skill of the chairperson will decide to a large extent how much work the
committee does and whether relationships are harmonious or strained. A good chairperson
will insist that when any members speak their remarks are addressed to the chair. This is
not simply a matter of extending courtesy to the chairperson. The chairperson is deemed
impartial and should not take sides in any dispute other than with regard to a matter of
procedure. Disagreements will be less personal when the arguments have to go through an
intermediary and there will be less chance of personality clashes.

In any meeting there will be some members who find it easy to interpose their arguments.
Others will find it more difficult. it may be a matter of experience in committees, strength of
character, age and status compared to other members. The good chairperson will spot the
difficulties being encountered and bring these members into the discussion at an
appropriate moment.

"Yes,' the chairperson might say, 'I can see you feel very strongly about that particular
matter, Mr Hughes. Does anyone have a contrary opinion? What about you Miss Latimer?'

The ball is in Miss Latimer's court. The chairperson has ensured that everyone will listen to
what she has to say.

The bracketed words and phrases in the text clarify the meaning of the sentences in
the following ways:

1. Compliance with the technicalities - This refers to adhering to the formal

procedures, protocols, and rules required for the committee's effective
operation.
2. Quorum of members must be present - This refers to the minimum number of
committee members required to be present at a meeting to make it
legitimate.
3. Harmonious or strained - This refers to the level of cordiality and cooperation
among the committee members.
4. Addressed to the chair - This means directing the remarks or comments to the
chairperson, who is considered impartial and responsible for managing the
meeting.
5. Extending - This refers to providing an additional level of courtesy or respect
to the chairperson.
 6. Procedure - This refers to the rules or protocols governing the conduct of the
meeting, which the chairperson is responsible for enforcing.
7. Intermediary - This refers to the role of the chairperson in serving as a neutral
third party who facilitates communication and helps prevent personality
clashes.
8. Personality clashes - This refers to conflicts or disagreements between
committee members that are often rooted in personal differences or
animosity.
9. Interpose their arguments - This refers to the ease or difficulty that committee
members have in making their opinions and views heard during the meeting.
10. Status - This refers to the relative rank or standing of committee members
compared to each other.
11. Spot the difficulties - This means recognizing and identifying the challenges or
barriers that some committee members may face in participating in the
meeting.
12. Contrary opinion - This means a differing or opposing viewpoint to the one
expressed by Mr. Hughes, which the chairperson seeks to elicit from other
committee members.
13. The ball is in Miss Latimer's court - This means that it is now Miss Latimer's
turn to express her opinion or viewpoint, as the chairperson has invited her to
do so.

I p. 127
Add appropriate words where there are blanks in the sentences below. Rewrite each
sentence indicating (in brackets) against each word whether it is a preposition,
conjunction or pronoun.

i) In most factories a worker is _ no obligation to join a union _ the shop stewards may try to
persuade him.
ii) If young executives wish to be successful _ business they should be able to communicate
confidently _ that is what is required.
iii) It was the chairman _ cast his vote against the motion, _ he regretted his action later.
iv) It is difficult for a junior member of staff to stand _ to a senior manager in a meeting _ it
may sometimes be necessary.
v) Sometimes in a group discussion _ order _ courtesy prevail.
vi) I took my courage _ my hands, stared _ the table at the managing director and told _ I
disagreed with her suggestion.

i) In most factories a worker is under no obligation to join a union, though the shop
stewards may try to persuade him.
ii) If young executives wish to be successful in business they should be able to communicate
confidently as that is what is required.
iii) It was the chairman who cast his vote against the motion, and he regretted his action
later.
iv) It is difficult for a junior member of staff to stand up to a senior manager in a meeting,
but it may sometimes be necessary.
v) Sometimes in a group discussion, order and courtesy prevail.
vi) I took my courage in my hands, stared across the table at the managing director, and told
her I disagreed with her suggestion.

J p. 127

Complete the following sentences using your own words.

1 The purpose of a committee meeting is to _

2. The chairperson of a committee _
3. When two members of a committee disagree _
4. Sometimes a manager calls a meeting of his subordinates _
5. _ because it is necessary to conclude the meeting.
6. _ when a personality clash is looming.
7. Communication involves the transmission of _
8. One can see the committee as an instrument of democracy because _
9. A motion becomes a resolution when_
10. _ elected by the shareholders.

1. The purpose of a committee meeting is to discuss and deliberate on matters of

interest or concern to the committee, and make decisions or recommendations
based on the outcomes of those discussions.
2. The chairperson of a committee is responsible for ensuring that the meeting is
conducted effectively, efficiently, and in accordance with the committee's rules and
procedures. They must also ensure that all members are given an equal opportunity
to participate in the discussion and that decisions are made democratically.
3. When two members of a committee disagree, it is important to encourage them to
express their opinions and engage in a respectful discussion to try and find common
ground or compromise. The chairperson may need to step in to facilitate the
discussion and ensure that it remains constructive and focused on the issues at
hand.
4. Sometimes a manager calls a meeting of his subordinates to discuss important
updates, new policies or procedures, or to gather feedback and input on specific
issues or projects. The purpose of these meetings is to ensure that everyone is on
the same page and to improve communication and collaboration within the team.
5. It is important to set an agenda and time limit for the meeting because it helps to
keep the discussion focused and prevent it from dragging on unnecessarily. This
ensures that the meeting achieves its intended objectives within the allotted time
frame.
6. It is important to intervene when a personality clash is looming to prevent the
situation from escalating and potentially causing long-term damage to the
committee's dynamics. The chairperson can take steps to defuse tensions, such as
redirecting the conversation back to the issues at hand or encouraging all members
to approach the discussion with a spirit of mutual respect and cooperation.
7. Communication involves the transmission of information, ideas, or emotions from
one person or group to another through various channels, such as verbal, written, or
nonverbal means. Effective communication requires active listening, clarity of
expression, and an understanding of the intended audience and context.
8. One can see the committee as an instrument of democracy because it provides a
forum for diverse perspectives and opinions to be heard and considered in the
decision-making process. This helps to ensure that decisions are made in a fair and
transparent manner, and that all members have an equal say in the outcome.
9. A motion becomes a resolution when it is adopted by the committee as a formal
decision or recommendation. This requires a vote, usually by a simple majority, to
approve the motion and turn it into a binding resolution.
10. Directors are often elected by the shareholders to represent their interests and
make decisions on their behalf. This is an important aspect of corporate governance,
as it helps to ensure that the company is managed in a responsible and accountable
manner that reflects the interests of its shareholders.