september 2013 astm officers training workshop september 2013 astm officers training workshop...
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
Subcommittee Chairmen’s Duties And Responsibilities
September 2013
ASTM Officers Training Workshop
Kelly Paul and Len Morrissey
September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
OBJECTIVES
• At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by:– Handling administrative responsibilities– Conducting an effective meeting– Preparing items for Sub and Main Committee ballots– Resolving negative votes effectively– Utilizing available resources at ASTM Headquarters
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ROLE OF SUBCOMMITTEE CHAIRMAN
You serve as a . . .LeaderCommunicatorAdministratorOrganizer
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DELEGATION OF RESPONSIBILITIES
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THE VICE CHAIRMAN
• Chairs meetings in your absence• Assigns projects to task group chairmen and
follows up on deadlines• Answers correspondence
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THE SECRETARY
• Records minutes• Collects task group reports• Distributes attendance lists• Assumes responsibilities as delegated by the
Sub Chairman
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SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES
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DUTIES• Report to main committee on subcommittee actions• Process necessary information through the website• Provide meeting room requirements and audio/visual
needs for next meeting• Assist in inquiries on standards
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INQUIRIES ON STANDARDS
• ASTM membership and staff are prohibited from offering official interpretation of standards
• Official responses must follow Section 16 of the ASTM Regulations
• Inquiries can be handled informally by Subchairs and technical contacts
• Be clear that the response is a personal opinion• Do not use ASTM stationery for the response
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ROSTER MAINTENANCE
• Approve new members with classification and vote
• Check balance and classifications of existing members
• ASTM sends email notifications regarding new members and out-of-balance rosters
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
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CONDUCTING A MEETING
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PREPARATION FOR A MEETING
• Review ballot results• Review correspondence• Review minutes and action items from previous
meeting• Review status of your subcommittee’s standards• Update subcommittee roster/print attendance sheet• Contact task group chairmen• Contact staff manager
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WHY IS AN AGENDA IMPORTANT?
• Prepares chairman• Prepares attendees
– Travel Approval
• Creates an interest• Defines clear objectives• Serves as a valuable organizational tool
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AN INFORMATION-FULL AGENDA INCLUDES:
• Meeting date, time, location• Agenda/minutes approvals• Agenda items with background/goals• Unfinished/New business• Utilize the Create My Agenda tool.
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop Create My Agenda
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop Create My Agenda
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop Create My Agenda
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INCLUDE BALLOT RESULTS IN AGENDAS
• Access My Tools >> Ballot Negatives and Comments link
• Copy and paste negative comments into the meeting agenda
• Allows all subcommittee members to be aware of the negatives that need to be resolved
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Inserting Negatives and Comments
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
Inserting Negatives and Comments
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
Inserting Negatives and Comments
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September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop
Inserting Negatives and Comments
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OPENING A MEETING
• Start on time• Delegate the task of taking minutes if you don’t have a
subcommittee secretary• Review ASTM’s Antitrust Statement (included in agenda)• Announce that recording of any kind (audio or video) is not allowed
in ASTM meetings• Review the agenda/obtain agreement on the meetings objectives
and goals• Revise agenda if necessary
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DURING THE MEETING
• Use ASTM Regulations • Use Robert’s Rules of Order• Use time efficiently• Use members effectively
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PARLIAMENTARY PROCEDURE
• Majority rule must prevail• Rights of members with minority opinion are
protected• Respect for all members assured• Logical order of business provided
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HOW TO MAKE A MOTION• Motion made• Motion seconded• Chairman calls for discussion of the motion• Chairman calls for vote on the motion
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USES OF MOTIONSMotion Requires a Second Debatable Vote Needed
Approve 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
• Remain neutral• Recognize attendees who wish to speak• Maintain order
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CLOSING A MEETING
• State conclusions reached• Summarize assignments • Review requirements for next meeting
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AFTER THE MEETING
• Prepare Minutes- post through the My Tools portion
• Enter Negative Resolutions• Make a list of subcommittee ballot items and main
committee/concurrent ballot items and send to your staff manager
• Contact staff manager regarding any changes for the next meeting (time, room size, a/v, etc.)
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PREPARING ITEMS FOR BALLOT
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REGISTERING WORK ITEMS
• Required upon initiation of work on new standards or revision to existing standards
• No need for reapprovals, withdrawals or reinstatement
• An easy eight-step process
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MONITOR WORK ITEMS
• Establish procedures for who will register work items within the subcommittee
• Review content and authorize the posting of the work item to the web
• Keep active work items current and delete dropped projects
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WHY WORK ITEMS?
• Promote activity• Provide visibility• Serve as tracking number• Initiate the “Standards Tracker” function
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ISSUING A BALLOT
• Subcommittee Ballot:– Subcommittee Chairman or their designees are authorized to initiate a
subcommittee ballot– Motion passed at a subcommittee meeting– Rationale required for each ballot item
• Concurrent Main/Sub Ballot:– Minor revisions to an existing standard or new standards/major
revisions that have undergone at least one subcommittee ballot can be issued concurrently
– Concurrent ballot can be issued when approved by the main committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman
– Rationale required for each ballot item
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PREPARING NEW DRAFTS FOR BALLOT
• Use the standard templates• Use the Form and Style Guide for...
– Proper format of Test Methods, Specifications, Classification, Practices, Guides, and Terminology
• “Up Front” editing available via Headquarters
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PREPARING REVISIONS FOR BALLOT
• Register work item• A link to the Word document will be provided to the
technical contact• A link to instructions on how to prepare the work item for
ballot will also be provided• Track Changes “bars” appear in the margin of the
document• Submitting entire standard is not necessary, only revised
sections
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PREPARING RATIONALE FOR BALLOT
• Short, concise explanation for balloting the item• Previous ballot history• Changes made due to negative votes or
comments• Include all contact information
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RESOLVING NEGATIVE VOTES EFFECTIVELY
• Communication
• Consideration
• Documentation
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COMMUNICATION
• Contact the negative voter:– before the ballot closes– before the meeting– after the meeting
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CONSIDERATION
• Ensure proper motions are made when handling negative votes – Motion should include the rationale
• Tally only official voting members– Official vote is indicated on attendance sheets
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DOCUMENTATION
• Document motions, vote count, and rationale in minutes
• Respond to negative voter• Resolving the negative online
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DISPOSITION OF NEGATIVE
• Persuasive• Withdrawn• Withdrawn with Editorial Change(s)• Not Related• Not Persuasive• Previously Considered
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UTILIZATION OF AVAILABLE RESOURCES
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ASTM STAFF
• Staff Manager/ Administrative Assistant
• Corporate Communications
• Editor• Symposia• Interlaboratory Study
Program (ILS)
• Member Services• Technical and
Professional Training• Corporate Development • Proficiency Testing
Program
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TOOLS AND RESOURCES
• Regulations Governing ASTM Technical Committees
• Form and Style Manual• Committee Bylaws• Virtual Classroom for Members• Standard Templates
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TOOLS AND RESOURCES
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MORE TOOLS AND RESOURCES
• Standards Tracking • Publicity (Standardization News/Press
Releases)
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MORE TOOLS AND RESOURCES
• Virtual Meetings – Combination of web-based/teleconference meeting– Allows task groups to work on standards in between
face-to-face meetings– Can create and revise standards online in real time– Schedule your own or contact Staff Manager
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REVIEW OF SPECIFIC OBJECTIVES
• Handling administrative responsibilities • Conducting an effective meeting• Preparing items for Sub and Main Committee
ballot• Resolving negatives effectively• Utilizing available ASTM resources
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GOOD LUCK IN YOUR IMPORTANT ROLE
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Kelly Paul: [email protected] Len Morrissey: [email protected]