Roster Update Training Tara Thomas Administrative Assistant, Technical Services

Training Overview Committee Leadership and Composition Committee Leadership and Composition Quorums and Voting Quorums and Voting Roster Updates Roster Updates Information Sources Information Sources Questions & Answers Questions & Answers Roster Workshop Roster Workshop

TC/TG/TRG Leadership Chair Chair Oversees all committee operations Oversees all committee operations Nominates leadership candidates & members Nominates leadership candidates & members Assigns members to subcommittees Assigns members to subcommittees Vice Chair Vice Chair Chair in training & backup Chair in training & backup Reminders, activity reporting, objectives Reminders, activity reporting, objectives

TC Membership - update TC Membership Elements TC Membership Elements Voting Members (6 to 18) – 4 year terms Voting Members (6 to 18) – 4 year terms Members, non-quorum (0 to 2) – 4 year terms Members, non-quorum (0 to 2) – 4 year terms Formerly “International Members”, justification must be approved by section head. Formerly “International Members”, justification must be approved by section head. Corresponding Members (unlimited, may work on subcommittees) Corresponding Members (unlimited, may work on subcommittees) Leadership Leadership Chair & Vice Chair (nominally 2 year terms; Chair is VM) Chair & Vice Chair (nominally 2 year terms; Chair is VM) Secretary, Subcommittee Chairs, Webmaster, PDC (aka ALI) Liaison Secretary, Subcommittee Chairs, Webmaster, PDC (aka ALI) Liaison Other Members Other Members Ex-Officio (TAC Chair, Section Head, MORTS, DOT) Society Liaisons (e.g., Program, Handbook)

Voting Member, Non-Quorum A Voting Member non-quorum is a special category for TC/TG/TRG members who are not able to attend every meeting due to travel costs and constraints. This category is an extension of the old “International Member” category. A Voting Member non-quorum is a special category for TC/TG/TRG members who are not able to attend every meeting due to travel costs and constraints. This category is an extension of the old “International Member” category. No more than 2 individuals may be nominated as VM-nqs on any TC/TG/TRG No more than 2 individuals may be nominated as VM-nqs on any TC/TG/TRG Justification for designating a specific member as VM-nq must be approved by your section head. Justification for designating a specific member as VM-nq must be approved by your section head. Have identical responsibilities, privileges, and constraints as VM-quorum. Have identical responsibilities, privileges, and constraints as VM-quorum. A Voting Member-non quorum is not counted against the maximum number of Voting Members A Voting Member-non quorum is not counted against the maximum number of Voting Members The absence of a Voting Member-non quorum does not affect the determination of quorum. The absence of a Voting Member-non quorum does not affect the determination of quorum.

Quorums and Voting

Quorums Meeting Meeting: Quorum to conduct business at meetings is established when the number of voting members exceeds 1/2 of the number of Voting Members (both present and absent). When a Voting Member-non-quorum is absent, his/her position is not included in the number of voting members. or Letter: or Letter: Quorum for letter or electronic ballots is established when the number of voting members exceeds 1/2 of the number of Voting Members (responding and not responding). Voting Members-non quorum are included as Voting Members.

Motions and Majority Motions requiring 2/3 of voting members: Motions requiring 2/3 of voting members: Approval of Work Statements, Research Proposals, and Final Reports, Approval of Work Statements, Research Proposals, and Final Reports, Approval of Handbook Chapters, and Special Publications, Approval of Handbook Chapters, and Special Publications, Matters related to Standards and Guidelines Matters related to Standards and Guidelines The motion and results of the vote shall be recorded in the minutes. The motion and results of the vote shall be recorded in the minutes. The reasons for negative votes and abstentions on these types of motions shall be recorded and transmitted along with the motion to the next approving body (RAC, STDs) as additional information. The reasons for negative votes and abstentions on these types of motions shall be recorded and transmitted along with the motion to the next approving body (RAC, STDs) as additional information. Other motions require a simple majority, i.e. in excess of 50%. Other motions require a simple majority, i.e. in excess of 50%. The motion and results of the vote shall be recorded in the minutes. The motion and results of the vote shall be recorded in the minutes. Proxy votes are not permitted. Proxy votes are not permitted. Abstentions are “non-votes” and are not counted in determining passage of a motion. Abstentions are “non-votes” and are not counted in determining passage of a motion. If conflicts of interest preclude the TC from reaching a majority the matter should be referred to TAC via your Section Head. If conflicts of interest preclude the TC from reaching a majority the matter should be referred to TAC via your Section Head.

Recording Voting The vote should be recorded in the minutes. The vote should be recorded in the minutes. The motion and results of votes of /Letter ballots shall be reported at the next meeting of the TC/TG/TRG and recorded in the minutes. The motion and results of votes of /Letter ballots shall be reported at the next meeting of the TC/TG/TRG and recorded in the minutes. The format of the recording should be: The format of the recording should be: in favor – against – abstaining - CNV/CV as appropriate. in favor – against – abstaining - CNV/CV as appropriate. An example vote count might be CNV. This indicates that 15 people voted in favor, 2 people voted against, no one abstained, and the Chair did not vote. The report of the vote should include a statement indicating the reasons for the negative votes. An example vote count might be CNV. This indicates that 15 people voted in favor, 2 people voted against, no one abstained, and the Chair did not vote. The report of the vote should include a statement indicating the reasons for the negative votes. The Chair should only vote: The Chair should only vote: to break a tie, to break a tie, to meet quorum, to meet quorum, or to send a strong message to a higher body that the committee feels that the motion is extraordinarily important. or to send a strong message to a higher body that the committee feels that the motion is extraordinarily important.

Roster Update Process

Roster Updates Roster updated annually Roster updated annually Leadership changes Leadership changes VM to CM rollover (4 year term) VM to CM rollover (4 year term) Members leave/join committee Members leave/join committee Responsibility of TC Chair Responsibility of TC Chair Consult with TC Vice Chair, Section Head Consult with TC Vice Chair, Section Head TC Membership Subcommittee Chair assists TC Membership Subcommittee Chair assists Balance desired, but not required Balance desired, but not required Strive for uniform rollover rates Strive for uniform rollover rates Start early! Start early!

Roster Timeline Winter Meeting Due Tuesday 9 pm Completed Rollover Roster Workbooks submitted to Section Heads TC Chair completes workbook TC Chair completes workbook Signs/submits to Section Head (e.g., Signs/submits to Section Head (e.g., Electronic version preferred. Electronic version preferred.February Section Head reviews workbook Changes resolved with TC Chair during February Changes resolved with TC Chair during February Submits approved workbook to HQ staff Submits approved workbook to HQ staff HQ staff generates draft roster from workbook (PDF format) Section Head reviews draft roster Section Head reviews draft roster Iterative process Iterative process Roster changes after this time only made if emergency Roster changes after this time only made if emergency Emergency = no quorum, employer duplication, error Emergency = no quorum, employer duplication, error May HQ staff makes final roster available to members Distribution through Section Heads Distribution through Section Heads NOT for public dissemination NOT for public dissemination July 1 New Rosters effective November Rollover Roster Workbooks distributed to TC Chairs Workbook provided by HQ staff Workbook provided by HQ staff Excel spreadsheet with instructions Excel spreadsheet with instructions

Update Process Responsibilities Process involves: Process involves: TC, with Chair being principal TC, with Chair being principal Section Head Section Head HQ staff HQ staff Everyone must do their part and in a timely manner or else process fails Everyone must do their part and in a timely manner or else process fails If process fails TC may be unable to conduct business If process fails TC may be unable to conduct business

Rollover Roster Workbooks

1.Membership List and Status - ONLY add code (AV, AC, DV, D, NC) - Do not change member information or positions in this section. - Add notes in adjacent column - Add additional member names, ASHRAE Numbers, and Status at the bottom of the list. - New position added, Provisional Corresponding Members.

Membership Notes Provisional Members act as Corresponding members, but only serve 2 year terms. Provisional Members act as Corresponding members, but only serve 2 year terms. This position was added in order to allow ASHRAE staff to add members to the committee throughout the society year. During the time, review the list of Provisional members and decide to add them as corresponding members or delete them from your current roster. If there are no changes, after 2 years, they will drop from the roster. This position was added in order to allow ASHRAE staff to add members to the committee throughout the society year. During the time, review the list of Provisional members and decide to add them as corresponding members or delete them from your current roster. If there are no changes, after 2 years, they will drop from the roster. No two people may serve as Voting Members if both individuals have the same employer. One of the individuals should serve as a Corresponding Member. No two people may serve as Voting Members if both individuals have the same employer. One of the individuals should serve as a Corresponding Member. Voting members should have previously been corresponding members. Voting members should have previously been corresponding members. Term limits: Voting = 4 years; Member Non Quorum = 4 years; Corresponding = Unlimited. Term limits: Voting = 4 years; Member Non Quorum = 4 years; Corresponding = Unlimited.

2. New Members - Biographical info - Must have ASHRAE number or contact info MENTORING OF NEW MEMBERS ENCOURAGED!!

3. Management Team - Get needed info from membership list

Management Team Notes Term limits: Term limits: Chair = 2 years with a 1 year extension through the approval of the Section Head; Chair = 2 years with a 1 year extension through the approval of the Section Head; Vice Chair = 2 years; Vice Chair = 2 years; The Chair's term is not limited by the policy limiting normal Member and Member Non Quorum reappointments to four (4) consecutive terms. The Chair's term is not limited by the policy limiting normal Member and Member Non Quorum reappointments to four (4) consecutive terms. Chair and Vice Chair MUST BE ASHRAE members! Chair and Vice Chair MUST BE ASHRAE members! The Chair should have served at least one one-year term as Vice Chair or Secretary. The Chair should have served at least one one-year term as Vice Chair or Secretary. Corresponding Members can serve in all TC management positions except Chair. Corresponding Members can serve in all TC management positions except Chair.

4. Approval Section

Roster Update Workbook Key Elements 1. Membership List and Status ONLY add code (AV, AC, DV, D, NC) ONLY add code (AV, AC, DV, D, NC) Add notes in adjacent column Add notes in adjacent column 2. New Members Biographical info Biographical info Must have ASHRAE number or contact info Must have ASHRAE number or contact info 3. Management Team Get needed info from membership list Get needed info from membership list 4. Approval Section

Information Sources for the TC Chair and Vice Chair

ASHRAE Website

Master Calendar Activity Point of Contact or Responsible Person JulyAug.Sept.Oct.Nov.Dec.Jan.Feb.MarchAprilMayJune TC/TG (Tasks) Planning for Society Year TC/TG/TRG Membership TC/TG/TRG Chair works with Section Head 11/30 TC/TG/TRG Chair receives workbook from HQ staff 1/26 Chair submits workbook to Section Head by 9 pm 2/28 final approval of roster workbook by Section Head Roster distributed to TC/TG/TRG Chair Distribute Pre-Meeting Reminders TC/TG/TRG Vice Chair to entire TC/TG/TRG 12/20Las Vegas, NV 5/22Montreal Request Subcommittee Meeting Space Subcommittee Chairs to TC/TG/TRG Chair 10/7 3/9 Request for meeting rooms, times, & equipment for next meeting. TC/TG/TRG Chair to J. Marshall (HQ) ( 10/21 3/23 Distribute Meeting Agenda TC/TG/TRG Chair to entire TC/TG/TRG 12/20 5/22 Submit PDC Liaison Activities Report TC/TG PDC Liaison to TC/TG Chair and PDC Chair 12/20 5/22 Re-Affirm need for TAC Intersociety Liaisons assigned to TC/TG and have liaison submit status report on Intersociety Liaison activities TC/TG Chairs Notify Section Heads as to need and each Inter- Society Liaison submits report to TAC Liaison Coordinator 5/22 Submit TC/TG/TRG Objectives TC/TG/TRG Vice Chair to Section Head 6/24 Submit TC/TG/TRG Activity Sheet TC/TG/TRG Vice Chair to Section Head 1/22 6/24 Annual request for TC/TG/TRG Continuation TG/TRG Chair to Section Head 6/24 Distribute List of Action ItemsTC/TG/TRG Chair to TC/TG/TRG7/10 2/5 Distribute Minutes TC/TG/TRG Chair to entire TC/TG/TRG 8/25 3/22 George B. Hightower Award Nominations TG/TRG Chair to Section Head 9/1 Requests for "Thank You" Letters to Employers Use following link: No later than July 3 to HQ No later than July 15 to HQ Handbook 2010 Refrigeration M. Owen, Handbook Print/CD published June 1, TCs/TGs should review 2010 chapters and plan for 2014 edition or earlier updates for Handbook ONLINE HVAC ApplicationsM. Owen, Handbook EditorTC/TGs should be submitting final revisions to liaisons or voting on approval in Albuquerque. All chapters must be in by July 31, HVAC Sys & EquipM. Owen, Handbook EditorTC/TG should be revising chapters for final approval in Jan. or June FundamentalsM. Owen, Handbook EditorTC/TGs should have completed review of 2009 chapters and selected revisers for 2013 edition. Specific areas for improvement should be identified and revisions begun. Program

TC/TG/TRG Forms

When all else fails: Ask your Section Head Ask your Liaisons

THANK YOU ! ASHRAE could not exist without your leadership of technical activities throughout the year

Questions? (with Roster Workshop to follow)