/
Subcommittee Chairman’s Duties and Responsibilities Subcommittee Chairman’s Duties and Responsibilities

Subcommittee Chairman’s Duties and Responsibilities - PowerPoint Presentation

sherrill-nordquist
sherrill-nordquist . @sherrill-nordquist
Follow
391 views
Uploaded On 2018-10-30

Subcommittee Chairman’s Duties and Responsibilities - PPT Presentation

ASTM Headquarters September 2018 Joe Koury and Travis Murdock Objectives At the end of this module you will be able to serve effectively as a Subcommittee Chairman by Handling administrative responsibilities ID: 704515

ballot meeting astm subcommittee meeting ballot subcommittee astm agenda negative items work chairman standards minutes item review members staff

Share:

Link:

Embed:

Download Presentation from below link

Download Presentation The PPT/PDF document "Subcommittee Chairman’s Duties and Res..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.


Presentation Transcript

Slide1
Slide2

Subcommittee Chairman’s Duties and Responsibilities

ASTM Headquarters

September 2018

Joe Koury and Travis Murdock Slide3

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

3Slide4

Role of the Subcommittee Chairman

You serve as a:

Leader

Communicator

AdministratorOrganizer

4Slide5

Delegation of

Responsibilities

5Slide6

The Vice Chairman

Chairs meetings in your absence

Assigns projects to task group chairmen and follows up on deadlines

Answers correspondence

6Slide7

The Secretary

Records minutes

Collects task group reports

Distributes attendance lists

Assumes responsibilities as delegated by the Sub Chairman

7Slide8

Subcommittee Chair

Administrative Duties

8Slide9

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

9Slide10

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 sub-chairs and technical contacts

Be clear that the response is a personal opinionDo not use ASTM letterhead for the response

10Slide11

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

11Slide12

Roster Maintenance

12Slide13

13

Roster MaintenanceSlide14

14

Roster MaintenanceSlide15

Conducting a Meeting

15Slide16

Preparation for a Meeting

Review ballot results

Review correspondence

Review minutes and action items from previous meeting

Review status of your subcommittee’s standardsUpdate subcommittee roster/print attendance sheetContact task group chairmenContact staff manager

16Slide17

Why is an Agenda Important?

Prepares chairman

Prepares attendees

Travel approvalCreates an interestDefines clear objectivesServes as a valuable organizational tool

17Slide18

Information-Full Agenda Includes:

Meeting date, time, location

Agenda/minutes approvals

Agenda items with background/goalsUnfinished/New business

Utilize the Create My Agenda tool

18Slide19

Create My Agenda

19Slide20

20

Create My AgendaSlide21

21

Create My AgendaSlide22

Include Ballot Results in Agendas

Access My Committees >> My Tools >>

Negatives & 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

22Slide23

Negatives and Comments

23Slide24

24

Negatives & CommentsSlide25

25

Negatives & CommentsSlide26

26

Sample NegativeSlide27

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 meetingsReview the agenda/obtain agreement on the meetings objectives and goalsRevise agenda if necessary

27Slide28

During the Meeting

Use

ASTM Regulations Use Robert’s Rules of OrderUse time efficientlyUse members effectively

28Slide29

Parliamentary Procedure

Majority rule must prevail

Rights of members with minority opinion are protected

Respect for all members assured

Logical order of business provided

29Slide30

How to Make a Motion

Motion made

Motion seconded

Chairman calls for discussion of the motion

Chairman calls for vote on the motion30Slide31

Uses 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

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

31Slide32

Role of the Chairman

Remain neutral

Recognize attendees who wish to speak

Maintain order

32Slide33

Closing a Meeting

State conclusions reached

Summarize assignments

Review requirements for next meeting

33Slide34

After the Meeting

Prepare minutes (if no Secretary is appointed) and upload them to the ASTM website. Or send them to your staff manager for posting.

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.)

34Slide35

35

Submit Meeting MinutesSlide36

36

Submit Meeting MinutesSlide37

www.astm.org

Enter Negative Dispositions from Meeting

36Slide38

Enter Negative Dispositions

from Meeting

38Slide39

39

Enter Negative Dispositions from MeetingSlide40

40

Enter Negative Dispositions from MeetingSlide41

Preparing Items for

Ballot

41Slide42

Registering Work Items

Required upon initiation of work on new standards or revision to existing standards

No need for re-approvals, withdrawals or reinstatement

An easy eight-step process

42Slide43

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

43Slide44

Why Work Items?

Promote activity

Provide visibility

Serve as tracking number

Initiate the “Standards Tracker” function

44Slide45

45

Registering a Work ItemSlide46

46

Registering a Work ItemSlide47

Issuing a Ballot

Subcommittee Ballot

:

Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballotMotion passed at a subcommittee meeting

Rationale required for each ballot itemProposed new standards undergoing its initial round of ballotingRevisions to an existing standard that subcommittee members believe warrant a subcommittee ballot

47Slide48

Issuing a Ballot

Concurrent Main/Sub Ballot

:

Revisions to an existing standard or new standards 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

48Slide49

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

49Slide50

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 appear in the margin of the documentSubmitting entire standard is not necessary, only revised sections

50Slide51

Preparing a 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

51Slide52

Resolving Negatives Effectively

52

1. COMMUNICATION

2. CONSIDERATION

3. DOCUMENTATIONSlide53

Communication

Contact the negative voter

:

before the ballot closes before the meeting

after the meeting

53Slide54

Consideration

Ensure proper motions are made when handling negative votes

Motion should include the rationale

Tally only official voting membersOfficial vote is indicated on attendance sheets

54Slide55

Documentation

Document motions, vote count, and rationale in minutes

Respond to negative voterResolving the negative online

55Slide56

Disposition of Negative

Persuasive

Withdrawn

Withdrawn with Editorial Change(s)

Not RelatedNot PersuasivePreviously Considered

56Slide57

Utilization of Available

Resources

57Slide58

ASTM Staff Resources

Staff Manager/ Administrative Assistant

Corporate Communications

Editor

SymposiaInterlaboratory Study Program (ILS)Member ServicesTechnical and Professional TrainingCorporate Development

Proficiency Testing Program

58Slide59

Tools and Resources

Regulations Governing ASTM Technical Committees

Form and Style Manual

Committee Bylaws

Virtual Classroom for MembersStandard Templates

59Slide60

60

Finding Resources OnlineSlide61

Tools and Resources

Standards Tracking

Publicity (

Standardization News/Press Releases)

61Slide62

62

Tools and ResourcesSlide63

More Tools and Resources

Virtual Meetings

Combination of web-based/teleconference meeting

Allows task groups to work on standards in between face-to-face meetingsCan create and revise standards online in real time

Schedule your own or contact Staff Manager

63Slide64

Review of Specific Objectives

Handling administrative responsibilities

Conducting an effective meeting

Preparing items for sub and main committee ballotResolving negatives effectively

Utilizing ASTM resources64Slide65

Good Luck in Your

Important Role!Slide66

Questions?

www.astm.org

//

66Slide67

Thank you for your attention!