Subcommittee Chairman's Duties and …...VirtualOfficers’TrainingWeek September(21 F24,(2015 TheVice*Chairman! Chairsmeetingsin(your(absence! Assignsprojectsto(taskgroup(chairmen(and(followsup(on(deadlines

Virtual Officers’ Training WeekSeptember 2015

Presenters: Joe Koury & Brian Milewski

Subcommittee Chairman’s Duties and Responsibilities

Virtual Officers’ Training WeekSeptember 21-24, 2015

Objectives

At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by:

ØHandling administrative responsibilitiesØConducting an effective meetingØPreparing items for Sub and Main Committee ballots

ØResolving negative votes effectivelyØUtilizing available resources at ASTM Headquarters

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Role of the Subcommittee Chairman

You serve as a:

Ø Leader

Ø Communicator

Ø Administrator

Ø Organizer

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Delegation ofResponsibilities

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The Vice Chairman

Ø Chairs meetings in your absence

Ø Assigns projects to task group chairmen and follows up on deadlines

Ø Answers correspondence

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The Secretary

Ø Records minutes

Ø Collects task group reports

Ø Distributes attendance lists

Ø Assumes responsibilities as delegated by the Sub Chairman

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Subcommittee ChairAdministrative Duties

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Duties

Ø Report to main committee on subcommittee actions

Ø Process necessary information through the website

Ø Provide meeting room requirements and audio/visual needs for next meeting

Ø Assist in inquiries on standards

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Inquiries on Standards

Ø ASTM membership and staff are prohibited from offering official interpretation of standards

Ø Official responses must follow Section 16 of the ASTM Regulations

Ø Inquiries can be handled informally by subchairsand technical contacts

Ø Be clear that the response is a personal opinion

Ø Do not use ASTM stationery for the response

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Roster Maintenance

Ø Approve new members with classification and vote

Ø Check balance and classifications of existing members

Ø ASTM sends email notifications regarding new members and out-of-balance rosters

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Roster Maintenance

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Roster Maintenance


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Roster Maintenance

Conducting a Meeting

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Preparation for a Meeting

Ø Review ballot resultsØ Review correspondenceØ Review minutes and action items from previous meeting

Ø Review status of your subcommittee’s standardsØ Update subcommittee roster/print attendance sheetØ Contact task group chairmenØ Contact staff manager

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Why is an Agenda Important?

Ø Prepares chairmanØ Prepares attendeesØ Travel approvalØ Creates an interestØ Defines clear objectivesØ Serves as a valuable organizational tool

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An Information-Full Agenda Includes:

Ø Meeting date, time, locationØ Agenda/minutes approvalsØ Agenda items with background/goalsØ Unfinished/New businessØ Utilize the Create My Agenda tool

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Create My Agenda

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Create My Agenda


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Create My Agenda


Include Ballot Results in Agendas

Ø Access My Committees >> My Tools >> Negatives & Comments tab

Ø Copy and paste negative comments into the meeting agenda

Ø Allows all subcommittee members to be aware of the negatives that need to be resolved

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Negatives and Comments

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Negatives & Comments


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Negatives & Comments


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Opening a MeetingØ Start on timeØ Delegate the task of taking minutes if you don’t have a subcommittee secretary

Ø Review ASTM’s Antitrust Statement (included in agenda)Ø Announce that recording of any kind (audio or video) is not allowed in ASTM meetings

Ø Review the agenda/obtain agreement on the meetings objectives and goals

Ø Revise agenda if necessary

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During the Meeting

Ø Use ASTM RegulationsØ Use Robert’s Rules of OrderØ Use time efficientlyØ Use members effectively

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Parliamentary Procedure

Ø Majority rule must prevailØ Rights of members with minority opinion are protected

Ø Respect for all members assuredØ Logical order of business provided

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How to Make a Motion

Ø Motion madeØ Motion secondedØ Chairman calls for discussion of the motionØ Chairman calls for vote on the motion

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Uses of MotionsMotion Requires a Second Debatable Vote NeededApprove Agenda Yes Yes Majority

Approve Minutes Yes Yes Majority

Place an Item on Ballot Yes Yes Majority

Establish a Task Group Yes Yes Majority

Executive Administrative Decision

Yes Yes Majority

Adjourn a Meeting Yes Yes Majority

Not Persuasive Action (must state rationale)

Yes Yes 2/3 Affirmative

Not related Action(must state rationale)(New agenda item for next meeting)

Yes Yes 2/3 Affirmative

Amend a motion Yes Yes Majority

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Role of the Chairman

Ø Remain neutralØ Recognize attendees who wish to speakØ Maintain order

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Closing a Meeting

Ø State conclusions reachedØ Summarize assignments Ø Review requirements for next meeting

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After the Meeting

Ø Prepare minutes (if no Secretary is appointed) and upload them to the ASTM website. Or send them to your staff manager for posting.

Ø Enter negative resolutionsØ Make a list of subcommittee ballot items and main committee/concurrent ballot items and send to your staff manager

Ø Contact staff manager regarding any changes for the next meeting (time, room size, a/v, etc.)

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Submit Meeting Minutes


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www.astm.org // 36

Enter Negative Dispositions from Meeting

Virtual Officers’ Training WeekSeptember 21-24, 2015 37



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Preparing Items forBallot

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Registering Work Items

Ø Required upon initiation of work on new standards or revision to existing standards

Ø No need for reapprovals, withdrawals or reinstatement

Ø An easy eight-step process

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Monitor Work Items

Ø Establish procedures for who will register work items within the subcommittee

Ø Review content and authorize the posting of the work item to the web

Ø Keep active work items current and delete dropped projects

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Why Work Items?

Ø Promote activityØ Provide visibilityØ Serve as tracking numberØ Initiate the “Standards Tracker” function

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Registering a Work Item


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Registering a Work Item


Issuing a BallotSubcommittee Ballot:

ØSubcommittee Chairman or their designees are authorized to initiate a subcommittee ballot

ØMotion passed at a subcommittee meetingØRationale required for each ballot itemØProposed new standards undergoing its initial round of ballotingØRevisions to an existing standard that subcommittee members believe warrant a subcommittee ballot

Concurrent Main/Sub Ballot:ØRevisions to an existing standard or new standards that have undergone at least one subcommittee ballot can be issued concurrently

ØConcurrent ballot can be issued when approved by the main committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman

ØRationale required for each ballot item

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Preparing New Drafts for Ballot

Ø Use the standard templates

Ø Use the Form and Style Guide for...Proper format of Test Methods, Specifications, Classification, Practices, Guides, and Terminology

Ø “Up Front” editing available via Headquarters

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Preparing Revisions for Ballot

Ø Register work itemØ A link to the Word document will be provided to the technical contact

Ø A link to instructions on how to prepare the work item for ballot will also be provided

Ø Track Changes appear in the margin of the documentØ Submitting entire standard is not necessary, only revised sections

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Preparing a Rationale for Ballot

Ø Short, concise explanation for balloting the itemØ Previous ballot historyØ Changes made due to negative votes or comments

Ø Include all contact information

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Resolving Negatives Effectively

Ø Communication

Ø Consideration

Ø Documentation

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Communication

Contact the negative voter:Øbefore the ballot closesØbefore the meetingØafter the meeting

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Consideration

Ensure proper motions are made when handling negative votes

Ø Motion should include the rationaleØ Tally only official voting membersØ Official vote is indicated on attendance sheets

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Documentation

Ø Document motions, vote count, and rationale in minutes

Ø Respond to negative voterØ Resolving the negative online

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Disposition of Negative

Ø PersuasiveØ WithdrawnØ Withdrawn with Editorial Change(s)Ø Not RelatedØ Not PersuasiveØ Previously Considered

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Utilization of AvailableResources

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ASTM Staff

Ø Staff Manager/ Administrative Assistant

Ø Corporate Communications

Ø EditorØ SymposiaØ Interlaboratory Study Program (ILS)

Ø Member ServicesØ Technical and Professional Training

Ø Corporate Development Ø Proficiency Testing Program

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Tools and Resources

Ø Regulations Governing ASTM Technical Committees

Ø Form and Style ManualØ Committee BylawsØ Virtual Classroom for MembersØ Standard Templates

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Tools and Resources

Ø Standards Tracking Ø Publicity (Standardization News/Press Releases)

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More Tools and Resources

Virtual Meetings

ØCombination of web-based/teleconference meetingØAllows task groups to work on standards in between face-to-face meetings

ØCan create and revise standards online in real timeØSchedule your own or contact Staff Manager

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Review of Specific Objectives

Ø Handling administrative responsibilitiesØ Conducting an effective meetingØ Preparing items for sub and main committee ballot

Ø Resolving negatives effectivelyØ Utilizing ASTM resources

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Good Luck in YourImportant Role!

Documents

Subcommittee Chairman's Duties and …...Virtual*Officers’*Training*Week September(21 F24,(2015 The*Vice*Chairman! Chairsmeetingsin(your(absence! Assignsprojectsto(taskgroup(chairmen(and(followsup(on(deadlines

Subcommittee Chairman's Duties and …...VirtualOfficers’TrainingWeek September(21 F24,(2015 TheVice*Chairman! Chairsmeetingsin(your(absence! Assignsprojectsto(taskgroup(chairmen(and(followsup(on(deadlines