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MAIN COMMITTEE MAIN COMMITTEE OFFICERSOFFICERS
DUTIES AND DUTIES AND RESPONSIBILITIESRESPONSIBILITIES
September 14-15, 2010
Christi Basile and Brynn
Murphy
• To identify key duties and To identify key duties and responsibilities of Chairman, Vice responsibilities of Chairman, Vice Chairman, Membership Secretary, Chairman, Membership Secretary, and Secretary in order to strengthen and Secretary in order to strengthen the leadership skills necessary for a the leadership skills necessary for a productive committee.productive committee.
ObjectiveObjective
CHAIRMANCHAIRMAN
Know ASTM Rules and Know ASTM Rules and RegulationsRegulations
• ASTM RegulationsASTM Regulations• Officer HandbookOfficer Handbook• Committee BylawsCommittee Bylaws• Parliamentary ProcedureParliamentary Procedure
– ‘‘Robert’s Rules of Order’Robert’s Rules of Order’
Robert’s Rules are used Robert’s Rules are used when…..when…..
• Seeking resolution to a controversial Seeking resolution to a controversial issue (e.g. handling a negative vote)issue (e.g. handling a negative vote)
• Requires a formal vote count (e.g. Requires a formal vote count (e.g. voting on a not persuasive negative)voting on a not persuasive negative)
• Business must be conducted in a Business must be conducted in a formal and efficient manner (e.g. formal and efficient manner (e.g. main and subcommittee meetings).main and subcommittee meetings).
Use of MotionsUse of MotionsMotion Motion Requires a SecondRequires a Second DebatableDebatable Vote NeededVote Needed
Approve AgendaApprove Agenda YesYes YesYes MajorityMajority
Approve MinutesApprove Minutes YesYes YesYes MajorityMajority
Place an Item on Place an Item on BallotBallot
YesYes YesYes MajorityMajority
Establish a Task Establish a Task GroupGroup
YesYes YesYes MajorityMajority
Executive Executive Administrative Administrative DecisionDecision
YesYes YesYes MajorityMajority
Adjourn a MeetingAdjourn a Meeting YesYes YesYes MajorityMajority
Not Persuasive Not Persuasive Action (must state Action (must state rationale)rationale)
YesYes YesYes 2/3 Affirmative2/3 Affirmative
Not related ActionNot related Action
(must state (must state rationale)rationale)
(New agenda item (New agenda item for next meeting)for next meeting)
YesYes YesYes 2/3 Affirmative2/3 Affirmative
Amend a motionAmend a motion YesYes YesYes MajorityMajority
How to Make a MotionHow to Make a Motion
• Member makes a motionMember makes a motion• Another member seconds the motionAnother member seconds the motion• Chairman calls for discussion of the Chairman calls for discussion of the
motionmotion• Chairman calls for vote on the Chairman calls for vote on the
motionmotion
How to Amend a MotionHow to Amend a Motion
• Original Motion is withdrawnOriginal Motion is withdrawn• Takes precedence over the main Takes precedence over the main
motionmotion• Motion must be secondedMotion must be seconded• Requires a majority voteRequires a majority vote• Can be reconsideredCan be reconsidered• Can be amended to second powerCan be amended to second power
How to Call the QuestionHow to Call the Question
• Make motionMake motion• Must be secondedMust be seconded• Is not debatableIs not debatable• Is not amendableIs not amendable• 2/3 vote needed, 2/3 vote needed,
– If successful, vote on motion on the If successful, vote on motion on the floorfloor
– If not, continue discussionIf not, continue discussion
Table vs. PostponeTable vs. Postpone
• Table – appropriate when something Table – appropriate when something else of immediate urgency has else of immediate urgency has arisenarisen
• Postpone – to a certain time or eventPostpone – to a certain time or event• Postpone indefinitely – Intended to Postpone indefinitely – Intended to
kill the motionkill the motion
**All require a majority vote.** **All require a majority vote.**
Facilitate Committee Facilitate Committee AdministrationAdministration
• Appoint Subcommittee Chairmen Appoint Subcommittee Chairmen and Liaisonsand Liaisons
• Fill VacanciesFill Vacancies• Appoint Special Purpose Ad Hoc Appoint Special Purpose Ad Hoc
CommitteeCommittee• Plan MeetingsPlan Meetings• Ensure Executive Subcommittee Ensure Executive Subcommittee
Duties are fulfilledDuties are fulfilled
Facilitate Committee Facilitate Committee AdministrationAdministration
(cont’d)(cont’d)• Appropriate Committee FundsAppropriate Committee Funds• Delegate ResponsibilityDelegate Responsibility• Monitor Subcommittee MeetingsMonitor Subcommittee Meetings• Respond to Circular Letter BallotsRespond to Circular Letter Ballots• Assist in inquiries on standardsAssist in inquiries on standards
Inquiries on StandardsInquiries on Standards
• ASTM membership and staff are prohibited ASTM membership and staff are prohibited from offering official interpretation of from offering official interpretation of standardsstandards
• Official responses must follow Section 16 of Official responses must follow Section 16 of the ASTM Regulationsthe ASTM Regulations
• Inquiries can be handled informally by Inquiries can be handled informally by subchairmen and technical contactssubchairmen and technical contacts
• Be clear that the response is a personal Be clear that the response is a personal opinionopinion
• Do not use ASTM stationery for the responseDo not use ASTM stationery for the response
Chair Executive and Chair Executive and Main MeetingsMain Meetings
• Ensure Organized, Ensure Organized, Informative Informative ReportsReports
• Facilitate an Facilitate an Efficient MeetingEfficient Meeting
• Introduce and Introduce and Welcome New Welcome New MembersMembers
Conducting an Efficient Conducting an Efficient MeetingMeeting
• Meeting PreparationMeeting Preparation– Prepare AgendaPrepare Agenda– Review CorrespondenceReview Correspondence– Review Minutes & action items from previous Review Minutes & action items from previous
meetingmeeting– Contact Staff ManagerContact Staff Manager
• Understand the basics of parliamentary Understand the basics of parliamentary proceduresprocedures
• Manage meeting time effectively.Manage meeting time effectively.
Oversee the Standard Oversee the Standard Development ProcessDevelopment Process
• Establish a Good Line of Communication Establish a Good Line of Communication with ASTM Intl Headquarters (Staff with ASTM Intl Headquarters (Staff Manager) and Subcommittee ChairmenManager) and Subcommittee Chairmen
• Ensure Proper Consideration and Ensure Proper Consideration and Documentation of NegativesDocumentation of Negatives
• Ensure that Consensus is ReachedEnsure that Consensus is Reached• Ensure Standards are Up to DateEnsure Standards are Up to Date
VICE CHAIRMANVICE CHAIRMAN
Prepare to Substitute for Prepare to Substitute for ChairmanChairman
• Know ASTM Rules and ProceduresKnow ASTM Rules and Procedures• Assist Chairman With DutiesAssist Chairman With Duties• Prepare to Conduct an Orderly and Prepare to Conduct an Orderly and
Productive MeetingProductive Meeting• Keep Abreast of All Committee Keep Abreast of All Committee
OperationsOperations• Be prepared to serve as Chairman in Be prepared to serve as Chairman in
absence of Chairmanabsence of Chairman
Perform Special Duties Perform Special Duties and Assignmentsand Assignments
Based on Committee’s Bylaws, there Based on Committee’s Bylaws, there can be several Vice Chairman can be several Vice Chairman positionspositions
LONG RANGE PLANNINGLONG RANGE PLANNING • Explore and Assign New ActivitiesExplore and Assign New Activities• Review Requests for New Standards, Review Requests for New Standards,
Ensuring that Industry Needs are Ensuring that Industry Needs are AddressedAddressed
• Review Scopes of SubcommitteesReview Scopes of Subcommittees
Perform Special Duties Perform Special Duties and Assignments (cont)and Assignments (cont)
BYLAWS COMMITTEEBYLAWS COMMITTEE • Keep Bylaws Current With Keep Bylaws Current With
Society Regulations Society Regulations AWARDS COMMITTEEAWARDS COMMITTEE• Recommend Award of Merit Recommend Award of Merit
Recipients from the CommitteeRecipients from the Committee• Administer Committee Awards Administer Committee Awards
Program Program • Honorary MembersHonorary Members
Other DutiesOther Duties
• LiaisonLiaison• PublicityPublicity• SymposiaSymposia
MEMBERSHIP MEMBERSHIP SECRETARYSECRETARY
Coordinate All Coordinate All Membership Issues Membership Issues
Within the CommitteeWithin the Committee
• Update Committee Rosters through Update Committee Rosters through Headquarters and in Accordance with Headquarters and in Accordance with Committee BylawsCommittee Bylaws
• Process Membership Applications via Process Membership Applications via web based Roster Maintenanceweb based Roster Maintenance
• Utilize Electronic Membership Rosters Utilize Electronic Membership Rosters • Report on Committee Membership Report on Committee Membership
Status to the Executive SubcommitteeStatus to the Executive Subcommittee• Print out Main Committee sign in sheetPrint out Main Committee sign in sheet
Coordinate All Coordinate All Membership Issues Membership Issues
Within the CommitteeWithin the Committee
• Monitor Classification and Voting Monitor Classification and Voting Status of Committee MembersStatus of Committee Members– Is the committee in balance? Is the committee in balance?
• Monitor Inactivity Monitor Inactivity – Voting Members Not Returning Voting Members Not Returning
BallotsBallots• Initiate and Coordinate Recruitment Initiate and Coordinate Recruitment
EffortsEfforts– Membership Promotion Membership Promotion
• Review Status of Affiliate Members Review Status of Affiliate Members AnnuallyAnnually– Executive Subcommittee Approval Executive Subcommittee Approval
NeededNeeded
SECRETARYSECRETARY
Prepare Executive Sub Prepare Executive Sub & Main Committee:& Main Committee:
• Assist Chairman in preparing:Assist Chairman in preparing:– Agenda Agenda – MinutesMinutes– CorrespondenceCorrespondence– Communicates with Subcommittee Communicates with Subcommittee
ChairmenChairmen
Coverage of MeetingCoverage of Meeting
• If you cannot attend, find a If you cannot attend, find a replacementreplacement
• Brief your Replacement on the Brief your Replacement on the AgendaAgenda
• Inform replacement of any potential Inform replacement of any potential “hot topics”“hot topics”
Perform Administrative Tasks Perform Administrative Tasks For Committee MeetingsFor Committee Meetings
MEETINGMEETING • Record AttendanceRecord Attendance• Record MinutesRecord Minutes• Identify Voting MembersIdentify Voting Members• Have pertinent Have pertinent
documents availabledocuments available
Perform Administrative Perform Administrative Tasks For Committee Tasks For Committee MeetingsMeetings
POST - MEETINGPOST - MEETING • Prepare minutes of main and executive Prepare minutes of main and executive
subcommittee meetingssubcommittee meetings– An accurate summary of the decisions and An accurate summary of the decisions and
conclusions reachedconclusions reached– Record all motions and vote countsRecord all motions and vote counts– Assignments that were madeAssignments that were made– Note if follow-up action is requiredNote if follow-up action is required– Note time of adjournment, next meeting date, time, Note time of adjournment, next meeting date, time,
and location.and location.
• Collect and consolidate any germane reports Collect and consolidate any germane reports • Submit minutes to ASTM International Submit minutes to ASTM International
Headquarters for posting (in a single file)Headquarters for posting (in a single file)
QUESTIONSQUESTIONSChristi BasileChristi Basile
cbasile@astm.orgcbasile@astm.org
610-832-9728610-832-9728
Brynn MurphyBrynn Murphy
bmurphy@astm.orgbmurphy@astm.org
610-832-9640610-832-9640
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