astm officers training workshop subcommittee chairmens duties and responsibilities september 11-12,...
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ASTM Officers’ASTM Officers’Training WorkshopTraining Workshop
Subcommittee Chairmen’s Duties And Responsibilities
September 11-12, 2006
Joe Koury Christi Sierk
OBJECTIVESOBJECTIVES At the end of this module, you will be able to At the end of this module, you will be able to
serve effectively as a Subcommittee Chairman serve effectively as a Subcommittee Chairman by:by: Handling administrative responsibilitiesHandling administrative responsibilities Conducting an effective meetingConducting an effective meeting Preparing items for Sub and Main Committee Preparing items for Sub and Main Committee
ballotsballots Resolving negative votes effectivelyResolving negative votes effectively Utilizing available resources at ASTM Utilizing available resources at ASTM
HeadquartersHeadquarters
ROLE OF SUBCOMMITTEE ROLE OF SUBCOMMITTEE CHAIRMANCHAIRMAN
You serve as a . . .You serve as a . . . LeaderLeader CommunicatorCommunicator AdministratorAdministrator OrganizerOrganizer
THE VICE - CHAIRMANTHE VICE - CHAIRMAN Chairs meetings in your absenceChairs meetings in your absence Assigns projects to task group chairmen Assigns projects to task group chairmen
and follows up on deadlinesand follows up on deadlines Answers correspondenceAnswers correspondence
THE SECRETARYTHE SECRETARY Records minutesRecords minutes Collects task group reportsCollects task group reports Distributes attendance listsDistributes attendance lists Assumes responsibilities as delegated by Assumes responsibilities as delegated by
the Sub Chairmanthe Sub Chairman
TASK GROUPS TASK GROUPS Create new standardsCreate new standards Review and revise standardsReview and revise standards Develop a precision and bias statementDevelop a precision and bias statement Examine a need for a new standardExamine a need for a new standard Promote membership/publicize activitiesPromote membership/publicize activities Review standards editoriallyReview standards editorially Determine a need for a symposiumDetermine a need for a symposium
RESPONSIBILITIES FOR RESPONSIBILITIES FOR TASK GROUP CHAIRTASK GROUP CHAIR
Establish missions and goals of task groupsEstablish missions and goals of task groups Assign a small working group with Assign a small working group with
experience and expertiseexperience and expertise Monitor progress of task groupsMonitor progress of task groups Encourage frequent meetings/contact for Encourage frequent meetings/contact for
accelerating progressaccelerating progress Coordinate task group reports at Coordinate task group reports at
subcommittee meetingssubcommittee meetings
TASK GROUP REPORTSTASK GROUP REPORTS These should include . . .These should include . . .
A recommendation on items for ballotA recommendation on items for ballot A recommendation on disposition of negative A recommendation on disposition of negative
votesvotes A review of existing standardsA review of existing standards The status on interlaboratory testing programThe status on interlaboratory testing program
DUTIESDUTIES Report to main committee on Report to main committee on
subcommittee actionssubcommittee actions Return required forms to ASTM Return required forms to ASTM
HeadquartersHeadquarters Provide meeting room requirements and Provide meeting room requirements and
audio/visual needs for next meetingaudio/visual needs for next meeting
MEMBERSHIP ROSTER MEMBERSHIP ROSTER MAINTENANCEMAINTENANCE
Approve new members with classification Approve new members with classification and voteand vote
Check balance and classifications of Check balance and classifications of existing membersexisting members
PREPARATION FOR A PREPARATION FOR A MEETINGMEETING
Review ballot resultsReview ballot results Review correspondenceReview correspondence Review minutes and action items from Review minutes and action items from
previous meetingprevious meeting Review status of your subcommittee’s Review status of your subcommittee’s
standardsstandards Update subcommittee rosterUpdate subcommittee roster Contact task group chairmenContact task group chairmen Contact staff managerContact staff manager
WHY IS AN AGENDA WHY IS AN AGENDA IMPORTANT?IMPORTANT?
Prepares chairmanPrepares chairman Prepares attendeesPrepares attendees Creates an interestCreates an interest Defines clear objectivesDefines clear objectives Serves as a valuable organizational toolServes as a valuable organizational tool
AN INFORMATION-FULL AN INFORMATION-FULL AGENDA INCLUDES:AGENDA INCLUDES:
Meeting date, time, locationMeeting date, time, location Agenda/minutes approvalsAgenda/minutes approvals Agenda items with background/goalsAgenda items with background/goals Old/New businessOld/New business Summary/assignmentsSummary/assignments
OPENING A MEETINGOPENING A MEETING Start on timeStart on time Delegate the task of taking minutes if Delegate the task of taking minutes if
you don’t have a subcommittee you don’t have a subcommittee secretarysecretary
Review the agenda/obtain agreement on Review the agenda/obtain agreement on the meetings objectives and goalsthe meetings objectives and goals
Revise agenda if necessaryRevise agenda if necessary
DURING THE MEETINGDURING THE MEETING
Use Use Robert’s Rules of OrderRobert’s Rules of Order Use Use ASTMASTM RegulationsRegulations Use time efficientlyUse time efficiently Use members effectivelyUse members effectively
PARLIAMENTARY PARLIAMENTARY PROCEDUREPROCEDURE
Majority rule must prevailMajority rule must prevail Rights of members w/minority opinion Rights of members w/minority opinion
are protectedare protected Respect for all members assuredRespect for all members assured Logical order of business providedLogical order of business provided
HOW TO MAKE A MOTIONHOW TO MAKE A MOTION
Motion madeMotion made Motion secondedMotion seconded Chairman calls for discussion of the Chairman calls for discussion of the
motionmotion Chairman calls for vote on the motionChairman calls for vote on the motion
ROLE OF THE CHAIRMANROLE OF THE CHAIRMAN Remain neutralRemain neutral Recognize attendees who wish to Recognize attendees who wish to
speakspeak Maintain orderMaintain order Summarize discussion and future Summarize discussion and future
actionaction
CLOSING A MEETINGCLOSING A MEETING
State conclusions reachedState conclusions reached Summarize assignments Summarize assignments Review requirements for next Review requirements for next
meetingmeeting
AFTER THE MEETINGAFTER THE MEETING
Prepare MinutesPrepare Minutes- send prepared minutes to staff - send prepared minutes to staff
managermanager- distribute minutes as soon as - distribute minutes as soon as
possible possible after the meeting after the meeting Make a list of subcommittee ballot itemsMake a list of subcommittee ballot items Make a list of main committee and Make a list of main committee and
concurrent ballot itemsconcurrent ballot items
REGISTERING REGISTERING WORK ITEMSWORK ITEMS
Required upon initiation of work on new Required upon initiation of work on new standards or revision to existing standards or revision to existing standardsstandards
No need for reapprovals, withdraws or No need for reapprovals, withdraws or reinstatement reinstatement
An easy seven-step processAn easy seven-step process
WORK ITEM WORK ITEM RESPONSIBILITESRESPONSIBILITES
Establish procedures for who will register work items within the subcommitteeReview content and authorize the posting of the work item to the web
Keep active work items current and delete dropped projects
BENEFITS OF BENEFITS OF WORK ITEMSWORK ITEMS
Promote activityProvide visibilityInitiate the Tracker function Serve as tracking number
ISSUING A BALLOTISSUING A BALLOT
Subcommittee Ballot:Subcommittee Ballot: Subcommittee Chairman or their designees are authorized to Subcommittee Chairman or their designees are authorized to
initiate a subcommittee ballotinitiate a subcommittee ballot Motion passed at a subcommittee meetingMotion passed at a subcommittee meeting Rationale requiredRationale required
Concurrent Main/Sub Ballot:Concurrent Main/Sub Ballot: Minor revision, or new standard and major revisions that have Minor revision, or new standard and major revisions that have
undergone at least one subcommittee ballot can be issued undergone at least one subcommittee ballot can be issued concurrently concurrently
Concurrent ballot can be issued when approved by the main Concurrent ballot can be issued when approved by the main committee chairman and either approved at a subcommittee committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman meeting or requested by subcommittee chairman
Rationale requiredRationale required
PREPARING NEW DRAFTS PREPARING NEW DRAFTS FOR BALLOTFOR BALLOT
Use the standard templatesUse the standard templates Use the Form and Style Guide for...Use the Form and Style Guide for...
Form of ASTM Test MethodsForm of ASTM Test Methods Form of ASTM SpecificationsForm of ASTM Specifications Form of other types of ASTM Standards: Form of other types of ASTM Standards:
classifications, practices, guides, and classifications, practices, guides, and terminologyterminology
““Up Front” editing available via Up Front” editing available via HeadquartersHeadquarters
PREPARING REVISIONS FOR PREPARING REVISIONS FOR BALLOTBALLOT
Ensure work item is registeredEnsure work item is registered A Microsoft Word version of the standard A Microsoft Word version of the standard
will be emailed to the technical contactwill be emailed to the technical contact Instructions are provided with MS Word file Instructions are provided with MS Word file
to track changes to track changes Revision “bars” appear in the margin of the Revision “bars” appear in the margin of the
documentdocument Do not submit entire standard, only revised Do not submit entire standard, only revised
sections sections
PREPARING COVER PREPARING COVER LETTERS FOR BALLOTLETTERS FOR BALLOT
Short, concise explanation for balloting the Short, concise explanation for balloting the itemitem
Previous ballot historyPrevious ballot history Changes made due to negative votes or Changes made due to negative votes or
commentscomments Rationale required for all ballot itemsRationale required for all ballot items Include all contact informationInclude all contact information
RESOLVING NEGATIVE RESOLVING NEGATIVE VOTES EFFECTIVELYVOTES EFFECTIVELY
Communication Communication
ConsiderationConsideration
Documentation Documentation
COMMUNICATION COMMUNICATION Contact the negative voter before the Contact the negative voter before the
meetingmeeting
CONSIDERATIONCONSIDERATION
Ensure proper motions are made when Ensure proper motions are made when handling negative votes handling negative votes
Tally only official voting membersTally only official voting members
DOCUMENTATION DOCUMENTATION Complete appropriate forms before the Complete appropriate forms before the
end of the meeting end of the meeting Document motions, vote count and Document motions, vote count and
rationale in minutesrationale in minutes Respond to negative voter through Respond to negative voter through
correspondencecorrespondence
DISPOSITION OF NEGATIVEDISPOSITION OF NEGATIVE PersuasivePersuasive WithdrawnWithdrawn Withdrawn with Editorial Change(s)Withdrawn with Editorial Change(s) Not RelatedNot Related Not PersuasiveNot Persuasive Previously ConsideredPreviously Considered
ASTM STAFFASTM STAFF Staff Manager/ Staff Manager/
Administrative Administrative AssistantAssistant
EditorEditor Corporate Corporate
CommunicationsCommunications SymposiaSymposia Interlaboratory Study Interlaboratory Study
Program (ILS)Program (ILS)
Member ServicesMember Services Technical and Technical and
Professional TrainingProfessional Training Corporate Corporate
Development Development Proficiency Testing Proficiency Testing
ProgramProgram
TOOLS AND RESOURCESTOOLS AND RESOURCES Technical Committee Officer HandbookTechnical Committee Officer Handbook Regulations Governing ASTM Technical Regulations Governing ASTM Technical
Committees Committees Form and Style ManualForm and Style Manual Online Training ModulesOnline Training Modules Membership Information PacketsMembership Information Packets Committee BylawsCommittee Bylaws
MORE TOOLS AND MORE TOOLS AND RESOURCESRESOURCES
Standards Tracking Standards Tracking Guidelines for Writing Research ReportsGuidelines for Writing Research Reports Publicity Forms for Publicity Forms for Standardization NewsStandardization News Officers’ Conference HandbookOfficers’ Conference Handbook
REVIEW OF SPECIFIC REVIEW OF SPECIFIC OBJECTIVESOBJECTIVES
Handling administrative Handling administrative responsibilities responsibilities
Conducting an effective meetingConducting an effective meeting Preparing items for Sub and Preparing items for Sub and
Main Committee ballotMain Committee ballot Resolving negatives effectivelyResolving negatives effectively Utilizing available ASTM Utilizing available ASTM
resourcesresources
GOOD LUCK IN GOOD LUCK IN YOUR IMPORTANT ROLEYOUR IMPORTANT ROLE
Any Questions?
Contact your Staff Manager
Joe Koury: [email protected] Sierk: [email protected]