Roster Maintenance ASTM Headquarters September 20-21, 2016 Alyson Fick & Brian Milewski

Introduction to Roster Maintenance Used by membership secretaries (Main Committee) and subcommittee chairs (Subcommittees) Used for assigning classification and voting privileges to new members and members that change employment Used for maintaining balance as the roster changes Used for creating membership reports for meetings

Classification Defined Classification Assignment – review of company and major product or service provided relative to the scope of the committee. ASTM Regulations define 4 categories for Classification: Producer—A member who represents a voting interest that produces or sells materials, products, systems, or services covered in the committee or subcommittee scope. User—A member who represents a voting interest that purchases or uses materials, products, systems, or services other than for household use covered in the committee or subcommittee scope provided that the member could not also be classified as a producer. Consumer—A member who primarily purchases or represents those who purchase products and services for household use within the committee or subcommittee scope. General Interest—A member who cannot be categorized as a producer, user, or consumer. *Committees may further define classifications within their Committee Bylaws Answer the question: Would the member be considered a producer, user, consumer, or a general interest according to the scope of the committee?

Voting Interest Defined Voting Assignment – review of existing members to check for same voting interest and/or producer wait list Voting interest - individual member having a distinctly separate interest from any other interest with regard to the scope of a committee or subcommittee. Committees are encouraged to further clarify voting interest in their bylaws

Voting Interest Defined Main committee or subcommittee member shall be given official voting status unless: The member’s voting interest already has been granted one official vote. Acceptance will create an imbalance on committees or subcommittees. Is there a member from this same voting interest already on the committee with a vote? Is there a producer wait list?

Classification and Voting Status Classified Technical Committees are balanced. No excess influence by any interest group. Producer ASTM User & General Interest

What are the steps in the Membership Classification Process? Contact ASTM Complete Membership Application Secretary(s) Review ASTM Website Call Customer Service Attend an ASTM Meeting Submit to ASTM for processing Receive email notice of new member application Pending applications are compared to existing Roster and Scope of Organization. Classification Voting Rights Assignment A Review and Approval by Executive Option for Appeal for Review Any member can request the Executive to review and consider additional information. Executive majority approval required for all assignments.

Roster Maintenance Reports

Roster by Individual www.astm.org // 9

Roster by Individual www.astm.org // 10

Producer Wait List www.astm.org // 11

Producer Wait List www.astm.org // 12

Balance Report www.astm.org // 13

Balance Report www.astm.org // 14

Membership Report www.astm.org // 15

Membership Report www.astm.org // 16

Membership Report www.astm.org // 17

Membership Report www.astm.org // 18

www.astm.org // 19

Meeting Attendance List www.astm.org // 20

In www.astm.org // 21

Ballot Inactivity Report www.astm.org // 22

Ballot Inactivity Report www.astm.org // 23

Inactivity Notification to Member www.astm.org // 24

Process For Handling New Member Applications

Sample New Member Application Notice Every new member that is added to your roster (Main for Mem Sec; Sub for Sub Chairs) will receive an email that looks like this Sub Chairs – responsible for Sub rosters Main Chairs – responsible for Main rosters It is important that classification/vote are assigned and rosters are in balance prior to ballots being issued and any meetings take place as this can affect a member’s ability to vote or be counted in an official tally. www.astm.org // 26

Accessing Roster Maintenance Tools

Accessing Pending Applications www.astm.org // 28 www.astm.org // 28

www.astm.org // 29

Balance Report www.astm.org // 30

Producer Vote Wait List Created when the number of potential voting producers is greater than the number of voting user and general interest members combined. Producers are removed from the wait list and given votes when: New user and general interest members are added as voting members Other producer members resign

Pending Members Click on a Name to see the application www.astm.org // 32

Member Application

Select Classification and Vote www.astm.org // 34

Approving Membership Applications Create a Membership Report for review by Executive Subcommittee Chairs have authorization over Subcommittee rosters Main Committee Rosters can be approved either: Executive Subcommittee meetings Ballot of Executive Subcommittee Authority granted by Executive Subcommittee to Membership Secretary to approve applications between meetings Action is subsequently reviewed

Notification to Member www.astm.org // 36

What are the steps in the Membership Classification Process? Contact ASTM Complete Membership Application Secretary(s) Review ASTM Website Call Customer Service Attend an ASTM Meeting Submit to ASTM for processing Receive email notice of new member application Pending applications are compared to existing Roster and Scope of Organization. Classification Voting Rights Assignment A Review and Approval by Executive Option for Appeal for Review Any member can request the Executive to review and consider additional information. COTCO appeal review Executive majority approval required for all assignments.

Questions? www.astm.org // 38

Thank you!