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