subcommittee chairmens duties and responsibilities joe koury and ashley wiand september 2012...
TRANSCRIPT
Subcommittee Chairmen’s
Duties And Responsibilities
Joe Koury and Ashley Wiand
September 2012Officers’ Training Workshop
1
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
2
ROLE OF SUBCOMMITTEE CHAIRMAN
You serve as a . . .
Leader
Communicator
Administrator
Organizer
3
DELEGATION OF RESPONSIBILITIES
4
THE VICE CHAIRMAN
Chairs meetings in your absence
Assigns projects to task group chairmen and follows up on deadlines
Answers correspondence
5
THE SECRETARY
Records minutes
Collects task group reports
Distributes attendance lists
Assumes responsibilities as delegated by the Sub Chairman
6
SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES
7
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
8
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 Subchairs and technical contacts
Be clear that the response is a personal opinion
Do not use ASTM stationery for the response
9
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
10
11
12
CONDUCTING A MEETING
13
PREPARATION FOR A MEETING Review ballot results
Review correspondence
Review minutes and action items from previous meeting
Review status of your subcommittee’s standards
Update subcommittee roster/print attendance sheet
Contact task group chairmen
Contact staff manager
14
WHY IS AN AGENDA IMPORTANT? Prepares chairman
Prepares attendees
Creates an interest
Defines clear objectives
Serves as a valuable organizational tool
15
AN INFORMATION-FULL AGENDA INCLUDES:
Meeting date, time, location
Agenda/minutes approvals
Agenda items with background/goals
Unfinished/New business
Utilize the Create My Agenda tool.
16
INCLUDE BALLOT RESULTS IN AGENDAS Access My Tools >> Ballot Negatives and 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
17
Create My Agenda
18
Create My Agenda
19
Create My Agenda
20
Inserting Negatives and Comments
21
Inserting Negatives and Comments
22
Inserting Negatives and Comments
23
Inserting Negatives and Comments
24
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 meetings
Review the agenda/obtain agreement on the meetings objectives and goals
Revise agenda if necessary
25
DURING THE MEETING
Use ASTM Regulations
Use Robert’s Rules of Order
Use time efficiently
Use members effectively
26
PARLIAMENTARY PROCEDURE
Majority rule must prevail
Rights of members with minority opinion are protected
Respect for all members assured
Logical order of business provided
27
HOW TO MAKE A MOTION Motion made
Motion seconded
Chairman calls for discussion of the motion
Chairman calls for vote on the motion
28
USES OF MOTIONSMotion 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
29
ROLE OF THE CHAIRMAN Remain neutral
Recognize attendees who wish to speak
Maintain order
30
CLOSING A MEETING State conclusions reached
Summarize assignments
Review requirements for next meeting
31
AFTER THE MEETING Prepare Minutes
- post through the My Tools portion
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.)
32
33
34
35
36
PREPARING ITEMS FOR BALLOT
37
REGISTERING WORK ITEMS
Required upon initiation of work on new standards or revision to existing standards
No need for reapprovals, withdrawals or reinstatement
An easy eight-step process
38
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
39
WHY WORK ITEMS?
Promote activity
Provide visibility
Serve as tracking number
Initiate the “Standards Tracker” function
40
41
42
ISSUING A BALLOT
Subcommittee Ballot:
• Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot
• Motion passed at a subcommittee meeting
• Rationale required for each ballot item
Concurrent Main/Sub Ballot:
• Minor revisions to an existing standard or new standards/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 for each ballot item
43
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
44
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
Tack Changes “bars” appear in the margin of the document
Submitting entire standard is not necessary, only revised sections
45
PREPARING RATIONALE FOR BALLOT
Short, concise explanation for balloting the item
Previous ballot history
Changes made due to negative votes or comments
Rationale required for all ballot items
Include all contact information
46
RESOLVING NEGATIVE VOTES EFFECTIVELY
Communication
Consideration
Documentation
47
COMMUNICATION
Contact the negative voter:
• before the ballot closes
• before the meeting
• after the meeting
48
CONSIDERATION
Ensure proper motions are made when handling negative votes
• Motion should include the rationale
Tally only official voting members
• Official vote is indicated on attendance sheets
49
DOCUMENTATION
Document motions, vote count, and rationale in minutes
Respond to negative voter
Resolving the negative online
50
DISPOSITION OF NEGATIVE
Persuasive
Withdrawn
Withdrawn with Editorial Change(s)
Not Related
Not Persuasive
Previously Considered
51
UTILIZATION OF AVAILABLE RESOURCES
52
ASTM STAFF Staff Manager/
Administrative Assistant
Corporate Communications
Editor
Symposia
Interlaboratory Study Program (ILS)
Member Services
Technical and Professional Training
Corporate Development
Proficiency Testing Program
53
TOOLS AND RESOURCES
Regulations Governing ASTM Technical Committees
Form and Style Manual
Committee Bylaws
Virtual Classroom for Members
Standard Templates
54
TOOLS AND RESOURCES
55
MORE TOOLS AND RESOURCES Standards Tracking
Publicity (Standardization News/Press Releases)
Regularly Scheduled Virtual Training Sessions
56
57
MORE TOOLS AND RESOURCES
Virtual Meetings
• 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
58
REVIEW OF SPECIFIC OBJECTIVES
Handling administrative responsibilities
Conducting an effective meeting
Preparing items for Sub and Main Committee ballot
Resolving negatives effectively
Utilizing available ASTM resources
59
