September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop...

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


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

2


ROLE OF SUBCOMMITTEE CHAIRMAN

You serve as a . . .LeaderCommunicatorAdministratorOrganizer

3


DELEGATION OF RESPONSIBILITIES

4


THE VICE CHAIRMAN

• Chairs meetings in your absence• Assigns projects to task group chairmen and

follows up on deadlines• Answers correspondence

5


THE SECRETARY

• Records minutes• Collects task group reports• Distributes attendance lists• Assumes responsibilities as delegated by the

Sub Chairman

6


SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES

7


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

8


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

9


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

10


12


13


CONDUCTING A MEETING

14


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

15


WHY IS AN AGENDA IMPORTANT?

• Prepares chairman• Prepares attendees

– Travel Approval

• Creates an interest• Defines clear objectives• Serves as a valuable organizational tool

16


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.

17

September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop Create My Agenda

18


19


20


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

21


Inserting Negatives and Comments

22



23



24



25


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

26


DURING THE MEETING

• Use ASTM Regulations • Use Robert’s Rules of Order• Use time efficiently• Use members effectively

27


PARLIAMENTARY PROCEDURE

• Majority rule must prevail• Rights of members with minority opinion are

protected• Respect for all members assured• Logical order of business provided

28


HOW TO MAKE A MOTION• Motion made• Motion seconded• Chairman calls for discussion of the motion• Chairman calls for vote on the motion

29


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

30


ROLE OF THE CHAIRMAN

• Remain neutral• Recognize attendees who wish to speak• Maintain order

31


CLOSING A MEETING

• State conclusions reached• Summarize assignments • Review requirements for next meeting

32


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.)

33


34


35


36


37


PREPARING ITEMS FOR BALLOT

38


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

39


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

40


WHY WORK ITEMS?

• Promote activity• Provide visibility• Serve as tracking number• Initiate the “Standards Tracker” function

41


42


43


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

44


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

45


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

46


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

47


RESOLVING NEGATIVE VOTES EFFECTIVELY

• Communication

• Consideration

• Documentation

48


COMMUNICATION

• Contact the negative voter:– before the ballot closes– before the meeting– after the meeting

49


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

50


DOCUMENTATION

• Document motions, vote count, and rationale in minutes

• Respond to negative voter• Resolving the negative online

51


DISPOSITION OF NEGATIVE

• Persuasive• Withdrawn• Withdrawn with Editorial Change(s)• Not Related• Not Persuasive• Previously Considered

52


UTILIZATION OF AVAILABLE RESOURCES

53


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

54


TOOLS AND RESOURCES

• Regulations Governing ASTM Technical Committees

• Form and Style Manual• Committee Bylaws• Virtual Classroom for Members• Standard Templates

55


TOOLS AND RESOURCES

56


MORE TOOLS AND RESOURCES

• Standards Tracking • Publicity (Standardization News/Press

Releases)

57


58


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

59


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

60


GOOD LUCK IN YOUR IMPORTANT ROLE

61

Kelly Paul: [email protected] Len Morrissey: [email protected]

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop...

Documents

Transcript of September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop...