ASTM Headquarters September 2017 Kate Chalfin and Brian Milewski Main Committee Officers Duties amp Responsibilities Objectives To identify key duties and responsibilities of the Chairman Vice Chairman Membership Secretary and Secretary in order to strengthen the leadership skill ID: 777532
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www.astm.org
September 2017
Slide2ASTM Headquarters
September, 2017Kate Chalfin and Brian Milewski
Main Committee Officers’ Duties & Responsibilities
Slide3Objectives
To identify key duties and responsibilities of the Chairman, Vice Chairman, Membership Secretary and Secretary in order to strengthen the leadership skills necessary for a productive committee.
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Slide4The Chairman
Slide5Know ASTM Rules and Regulations
ASTM Regulations
http://www.astm.org/COMMIT/Regs.pdf
Officer Handbook
http://www.astm.org/COMMIT/RedBook5.pdf
Committee Bylaws
MyCommittees
- Committee Documents
Parliamentary Procedure
‘Robert’s Rules of Order’
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Slide6Chairing Executive
&
Main Meetings
Ensure organized, informative reports
Facilitate an efficient meeting
Introduce and welcome new members
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Slide7Conducting an Efficient Meeting
Meeting Preparation
Prepare an agenda Review correspondence
Review minutes & action items from previous meeting Communicate with your Staff Manager
Understand the basics of parliamentary procedures
Manage meeting time effectively
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Slide8When to Use Robert’s Rules
Seeking resolution to a controversial issue (e.g. handling a negative vote)
Requires a formal vote count (e.g. voting on a not persuasive negative)
Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings)
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Slide9Use of Motions
Motion
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
No
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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Slide10Facilitate Committee Administration
Appoint Subcommittee Chairmen and Liaisons and fill vacancies
Appoint Special Purpose Ad Hoc Committee
Plan meetings
Ensure Executive Subcommittee duties are being fulfilled
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Slide11Facilitate Committee Administration
Appropriate Committee Funds
Delegate Responsibility
Monitor Subcommittee Meetings
Respond to Circular Letter Ballots
Assist in Inquiries on Standards
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Slide12Inquiries 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 subcommittee chairmen and technical contacts
Be clear that the response is a personal opinion
Do not use ASTM stationery for the response
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Slide13Oversee the Standards Development Process
Establish a good line of communication with ASTM Headquarters (Staff Manager) and Subcommittee Chairmen
Ensure proper consideration and documentation of negatives
Ensure that consensus is reached
Ensure standards are current
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Slide14The Vice-Chairman
Slide15Prepare to Substitute for the Chairman
Know ASTM rules and procedures
Assist chairman with duties
Prepare to conduct an orderly and productive meeting
Keep abreast of all Committee operations
Be prepared to serve as Chairman in the absence of Chairman
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Slide16Perform Special Duties and Assignments
Based on Committee’s Bylaws, there can be several options for Vice Chairmen positions:
Head Nominating Committee
Champion Bylaws
Chair Long Range Planning, including symposia and workshop planning
Serve as the Committee Awards Chairman
Review requests for new standards, ensuring that industry needs are addressed
Review Subcommittee ScopesSuccession Planning
New Member Orientation
Liaison Reports
Committee Publicity (e.g. new standards, committee outreach)
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Slide17Examples of Special Duties and Assignments
Chair Bylaws Committee
Keep Bylaws current with the Society policies/practices
Chair Awards Subcommittee
Recommend Award of Merit recipients from the Committee
Administer Committee Awards Program
Honorary Members
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Slide18The Membership Secretary
Slide19Coordinate Membership Matters
within the Committee
Update online Committee Rosters in accordance with Committee Bylaws using Roster Maintenance Functions
Process New Membership Applications and Changes to
C
urrent Membership
Report on committee membership
status and recommend action to
Executive Subcommittee to maintain balance
Print attendance rosters for Main and Executive Subcommittee meetings
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Slide20Additional Membership Secretary Duties
Monitor Classification and Voting Status of Committee Members
Is the Committee in balance?
Monitor Inactivity
Voting Members Not Returning Ballots
Initiate and coordinate recruitment efforts
Membership Promotion
Review status of affiliate members annually
Executive Subcommittee approval needed
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Slide21Roster Maintenance
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Slide22The Recording Secretary
Slide23Secretary Responsibilities
Assist Chairman in preparing:
Agenda
Minutes
Correspondence
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Slide24Meeting Coverage
If you cannot attend, find a replacement
Brief your replacement on the agenda
Inform replacement of any potential “hot topics”www.astm.org
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Slide25Responsibilities Before
Committee Meetings
Help the Chairman prepare the Executive Subcommittee and Main Committee agendas www.astm.org
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Slide26Responsibilities During Committee Meetings
Collect
Meeting Attendance List and Record
A
ttendance
Approve minutes of previous meeting
Record minutes
Identify voting members
Includes collection of proxy forms
Have pertinent documents available
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Slide27Responsibilities After Committee Meetings
Prepare minutes of main and executive subcommittee meetings
An accurate
summary
of the decisions and conclusions reached
Record all motions and vote counts
Assignments that were made
Note if follow-up action is required
Note time of adjournment, next meeting date, time, and location
Collect and consolidate any germane reports
Submit minutes to ASTM International Headquarters for posting (in a single file)
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Submitting & Preparing Documents
Slide29Questions?
Slide30Thank you for your attention!