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
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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
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Role of the Subcommittee Chairman
You serve as a:
Leader
Communicator
AdministratorOrganizer
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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 sub-chairs and technical contacts
Be clear that the response is a personal opinionDo not use ASTM letterhead 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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Roster Maintenance
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Roster MaintenanceSlide14
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Roster MaintenanceSlide15
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 standardsUpdate subcommittee roster/print attendance sheetContact task group chairmenContact staff manager
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Why is an Agenda Important?
Prepares chairman
Prepares attendees
Travel approvalCreates an interestDefines clear objectivesServes as a valuable organizational tool
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Information-Full Agenda Includes:
Meeting date, time, location
Agenda/minutes approvals
Agenda items with background/goalsUnfinished/New business
Utilize the Create My Agenda tool
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Create My Agenda
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Create My AgendaSlide21
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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
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Negatives and Comments
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Negatives & CommentsSlide25
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Negatives & CommentsSlide26
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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
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During the Meeting
Use
ASTM Regulations Use Robert’s Rules of OrderUse time efficientlyUse 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 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
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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 (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.)
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Submit Meeting MinutesSlide36
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Submit Meeting MinutesSlide37
www.astm.org
Enter Negative Dispositions from Meeting
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Enter Negative Dispositions
from Meeting
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Enter Negative Dispositions from MeetingSlide40
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Enter Negative Dispositions from MeetingSlide41
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 re-approvals, 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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Registering a Work ItemSlide46
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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
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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
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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 appear in the margin of the documentSubmitting entire standard is not necessary, only revised sections
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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
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Resolving Negatives Effectively
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1. COMMUNICATION
2. CONSIDERATION
3. DOCUMENTATIONSlide53
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 membersOfficial vote is indicated on attendance sheets
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Documentation
Document motions, vote count, and rationale in minutes
Respond to negative voterResolving the negative online
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Disposition of Negative
Persuasive
Withdrawn
Withdrawn with Editorial Change(s)
Not RelatedNot PersuasivePreviously Considered
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Utilization of Available
Resources
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ASTM Staff Resources
Staff Manager/ Administrative Assistant
Corporate Communications
Editor
SymposiaInterlaboratory Study Program (ILS)Member ServicesTechnical and Professional TrainingCorporate 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 MembersStandard Templates
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Finding Resources OnlineSlide61
Tools and Resources
Standards Tracking
Publicity (
Standardization News/Press Releases)
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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
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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
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Thank you for your attention!