balloting & handling negative votes
TRANSCRIPT
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www.astm.org
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Balloting & Handling
Negative Votes
November 9, 2017
Jim Farrell & Joe Hugo
www.astm.org
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General Overview of Different Levels of Balloting
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The Committee on Standards (COS)
Main Committee Ballot / Society Review
Subcommittee Ballot
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Balance and
Voting vs. Non Voting
Status
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Balance of Interest
Producer
User&
General InterestASTM
Technical Committees are balanced. No excess influence by any interest group.
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Voting Rights: Voting vs. Non-Voting
� 1 official vote per interest (company)
�All are welcome to participate in technical discussions
�All members receive a ballot and are eligible to vote on technical issues
�All negatives are considered the same way
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The Subcommittee Ballot
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Subcommittee Ballot
• Purpose of Subcommittee Ballot
�New Standards
�Major Revisions
• See Section 11.1 of ASTM Regulations on Issuance of Subcommittee Ballot
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Subcommittee Ballot Qualifications
• Authorization of Subcommittee Ballots
�Sub chairman
�Motion at Meeting
• Ballot Open for Minimum of 30 Days
• Qualifications for Valid Subcommittee Ballot –60% return and 2/3 affirmative
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Sub Ballot Notification Email
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Viewing a Ballot
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Subcommittee Ballot Results
• Ballot Results Summary
�Negatives and Comments are posted online with 24 hour updates
�Closing Report includes links to all the comments and negatives after the ballot closes
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My ASTM
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My Ballots
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Closed Ballots/Closing Report
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Closing Report
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Negatives
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Affirmative with Comments
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Six Resolutions of a Negative Vote
� Persuasive
� Withdrawn
� Withdrawn with Editorial Change(s)
� Not Related
� Not Persuasive
� Previously Considered
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Persuasive
� General Agreement
� Lack of a “not persuasive” motion
� A “not persuasive” motion fails (does not achieve a 2/3 affirmative)
� Item is removed from ballot
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Withdrawn
� Withdrawn by the voter
� May withdraw negative at any time
� Ballot item moves forward
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Withdrawn with Editorial Change
�Withdrawn by the voter/agreed as editorial
�Editorial change introduces no change in technical content, but corrects typos or reduces ambiguity
If editorial changes are involved, please include for next level of balloting
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Not Persuasive/Not Related/Previously Considered
� Motion/Second/Rationale
� 2/3 affirmative vote at a meeting or via ballot
� Negatives that are determined not related must be addressed as items of new business
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The Main Committee Ballot
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Initiation of Main Committee Ballots
• Submittal Requirements:
�For items that had not persuasive negatives on the subcommittee ballot, you must include the following:
�Name and affiliation of negative voters
�Negative voters statements
�Subcommittee negative resolution including rationale
�Numerical results of the subcommittee ballot
� Open for 30 Days
� Simultaneous with Society Review
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Concurrent Ballots
• Balloting Subcommittee and Main Committee at the same time
� Used for revisions, withdrawals, or new standards that have undergone at least one subcommittee ballot
� Same requirements as Main Committee Ballot
� Simultaneous with Society Review
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Qualifications for Valid Main Committee / Concurrent Ballots
� 90% Affirmative of Combined Affirmative & Negative Votes
� 60% Return
� Late Ballot Returns
� Closing Reports
� Final Ballot Results
� Disposition of Negatives
� Affirmative Votes w/ Comments
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Society Review
� In Tandem with Main Committee Ballot
� Notifications posted on ASTM Website
� Requirements
• Disposition of All Negatives
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Society Review
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Committee on Standards (COS)
� 9 Member Group Representing ASTM Committees
� Due Process
� Appeals Based on Procedural Matters (NOT Technical)
� COS Ballot Procedures
� Final Approval
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The Three-Step Approach to Handling Negative Votes
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1. COMMUNICATION
2. CONSIDERATION
3. DOCUMENTATION
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Communication/Consideration/Documentation
1. Communication – Meeting agendas, correspondence, direct contact between member & negative voter and other documentation
2. Consideration –Both subcommittee and main committee at a meeting or via ballot
3. Documentation – Online negative resolution tool, minutes, correspondence
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My Tools: Negatives
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Negatives and Comments
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Resolution Options
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Not Persuasive Ruling
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Helpful Hints
� Ballot controversial sections individually
� Use good judgment when balloting sections separately
� Provide clear and informative cover letter for ballot item(s)
� Try to contact the negative voter before the meeting
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More Hints
� Address each portion of the negative vote
� Provide editorially revised document when resolving a negative vote as withdrawn with editorial changes
� Comments are intended for editorial issues or technical items of new business
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Resources
� ASTM Regulations –http://www.astm.org/COMMIT/Regs.pdf
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Thank you for your attention!