ASTM Virtual Officers Training Workshop Subcommittee Chairmens Duties
ASTM Virtual Officers’ Training Workshop Subcommittee Chairmen’s Duties And Responsibilities September 21 -23, 2009 Kevin Shanahan Christi Sierk
OBJECTIVES Ø At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by: l Handling administrative responsibilities l Conducting an effective meeting l Preparing items for Sub and Main Committee ballots l Resolving negative votes effectively l Utilizing available resources at ASTM Headquarters
ROLE OF SUBCOMMITTEE CHAIRMAN You serve as a. . . Ø Leader Ø Communicator Ø Administrator Ø Organizer
DELEGATION OF RESPONSIBILITIES
THE VICE - CHAIRMAN Ø Chairs meetings in your absence Ø Assigns projects to task group chairmen and follows up on deadlines Ø Answers correspondence
THE SECRETARY Ø Records minutes Ø Collects task group reports Ø Distributes attendance lists Ø Assumes responsibilities as delegated by the Sub Chairman
TASK GROUPS
TASK GROUPS Ø Non-members allowed to participate Ø Create new standards Ø Review and revise standards Ø Develop a precision and bias statement Ø Promote membership/publicize activities Ø Review standards editorially Ø Determine a need for a symposium
RESPONSIBILITIES FOR TASK GROUP CHAIR Ø Establish missions and goals of task groups Ø Assign a small working group with experience and expertise Ø Encourage use of electronic tools for accelerating progress l l Work Item Collaboration Area Web. Ex Meetings Ø Coordinate task group reports at subcommittee meetings
TASK GROUP REPORTS Ø These should include. . . l l A recommendation on items for ballot A recommendation for disposition of negative votes A review of existing standards The status on interlaboratory study program
SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES
DUTIES Ø Report to main committee on subcommittee actions Ø Process necessary information through the website Ø Provide meeting room requirements and audio/visual needs for next meeting Ø Assist in inquiries on standards
INQURIES ON STANDARDS Ø ASTM membership and staff are prohibited from offering official interpretation of standards Ø Official responses must follow Section 16 of the ASTM Regulations Ø Inquiries can be handled informally by Subchairs and technical contacts Ø Be clear that the response is a personal opinion Ø Do not use ASTM stationery for the response
MEMBERSHIP ROSTER MAINTENANCE Ø Approve new members with classification and vote Ø Check balance and classifications of existing members
CONDUCTING A MEETING
PREPARATION FOR A MEETING Ø Review ballot results Ø Review correspondence Ø Review minutes and action items from previous meeting Ø Review status of your subcommittee’s standards Ø Update subcommittee roster/print attendance sheet Ø Contact task group chairmen Ø Contact staff manager
WHY IS AN AGENDA IMPORTANT? Ø Prepares chairman Ø Prepares attendees Ø Creates an interest Ø Defines clear objectives Ø Serves as a valuable organizational tool
AN INFORMATION-FULL AGENDA INCLUDES: Ø Meeting date, time, location Ø Agenda/minutes approvals Ø Agenda items with background/goals Ø Old/New business Ø Summary/assignments
INCLUDE BALLOT RESULTS IN AGENDAS Ø Access My Tools >> Ballot Negatives and Comments link Ø Copy and paste negative comments into the meeting agenda Ø Allows all subcommittee members to be aware of the negatives that need to be resolved
OPENING A MEETING Ø Start on time Ø Delegate the task of taking minutes if you don’t have a subcommittee secretary Ø Review the agenda/obtain agreement on the meetings objectives and goals Ø Revise agenda if necessary
DURING THE MEETING Ø Use ASTM Regulations Ø Use Robert’s Rules of Order Ø Use time efficiently Ø Use members effectively
PARLIAMENTARY PROCEDURE Ø Majority rule must prevail Ø Rights of members w/minority opinion are protected Ø Respect for all members assured Ø Logical order of business provided
HOW TO MAKE A MOTION Ø Motion made Ø Motion seconded Ø Chairman calls for discussion of the motion Ø Chairman calls for vote on the motion
Uses of Motions Motion Requires a Second Debatable Vote Needed Approve Agenda Yes Majority Approve Minutes Yes Majority Place an Item on Ballot Yes Majority Establish a Task Group Yes Majority Executive Administrative Decision Yes Majority Adjourn a Meeting Yes Majority Not Persuasive Action (must state rationale) Yes 2/3 Affirmative Not related Action (must state rationale) (New agenda item for next meeting) Yes 2/3 Affirmative Amend a motion Yes Majority
ROLE OF THE CHAIRMAN Ø Remain neutral Ø Recognize attendees who wish to speak Ø Maintain order
CLOSING A MEETING Ø State conclusions reached Ø Summarize assignments Ø Review requirements for next meeting
AFTER THE MEETING Ø Prepare Minutes - post through the My Tools Portion Ø Enter Negative Resolutions Ø Make a list of subcommittee ballot items and main committee/concurrent ballot items & send to the staff manager
PREPARING ITEMS FOR BALLOT
REGISTERING WORK ITEMS Ø Required upon initiation of work on new standards or revision to existing standards Ø No need for reapprovals, withdraws or reinstatement Ø An easy eight-step process
WORK ITEM RESPONSIBILITES Ø Establish procedures for who will register work items within the subcommittee Ø Review content and authorize the posting of the work item to the web Ø Keep active work items current and delete dropped projects
BENEFITS OF WORK ITEMS Ø Promote activity Ø Provide visibility Ø Serve as tracking number Ø Initiate the Tracker function
ISSUING A BALLOT Ø Subcommittee Ballot: l l l Ø Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot Motion passed at a subcommittee meeting Rationale required Concurrent Main/Sub Ballot: l l l Minor revision, or new standard and 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
PREPARING NEW DRAFTS FOR BALLOT Ø Use the standard templates Ø Use the Form and Style Guide for. . . l l l Form of ASTM Test Methods Form of ASTM Specifications Form of other types of ASTM Standards: classifications, practices, guides, and terminology Ø “Up Front” editing available via Headquarters
PREPARING REVISIONS FOR BALLOT Ø Register work item Ø A link to the Word document will be provided to the technical contact Ø A link to instructions on how to prepare the work item for ballot will also be provided Ø Revision “bars” appear in the margin of the document Ø Do not submit entire standard, only revised sections
PREPARING COVER LETTERS FOR BALLOT Ø Short, concise explanation for balloting the item Ø Previous ballot history Ø Changes made due to negative votes or comments Ø Rationale required for all ballot items Ø Include all contact information
RESOLVING NEGATIVE VOTES EFFECTIVELY Ø Communication Ø Consideration Ø Documentation
COMMUNICATION Ø Contact the negative voter before the meeting
CONSIDERATION Ø Ensure proper motions are made when handling negative votes Ø Tally only official voting members l Official vote is indicated on attendance sheets
DOCUMENTATION Ø Document motions, vote count and rationale in minutes Ø Respond to negative voter through correspondence
DISPOSITION OF NEGATIVE Ø Persuasive Ø Withdrawn with Editorial Change(s) Ø Not Related Ø Not Persuasive Ø Previously Considered
UTILIZATION OF AVAILABLE RESOURCES
ASTM STAFF Staff Manager/ Administrative Assistant Ø Corporate Communications Ø Editor Ø Symposia Ø Interlaboratory Study Program (ILS) Ø Member Services Ø Technical and Professional Training Ø Corporate Development Ø Proficiency Testing Program Ø
TOOLS AND RESOURCES Ø Technical Committee Officer Handbook Ø Regulations Governing ASTM Technical Committees Ø Form and Style Manual Ø Committee Bylaws Ø Virtual Classroom for Members
TOOLS AND RESOURCES
MORE TOOLS AND RESOURCES Ø Standards Tracking Ø Publicity (Standardization News / Press Releases) Ø Regularly Scheduled Virtual Training Sessions
MORE TOOLS AND RESOURCES Ø Virtual Meetings l l 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
REVIEW OF SPECIFIC OBJECTIVES Ø Handling administrative responsibilities Ø Conducting an effective meeting Ø Preparing items for Sub and Main Committee ballot Ø Resolving negatives effectively Ø Utilizing available ASTM resources
GOOD LUCK IN YOUR IMPORTANT ROLE Any Questions? Contact your Staff Manager Kevin Shanahan: kshanaha@astm. org Christi Sierk: csierk@astm. org
- Slides: 64