ASTM OFFICERS CONFERENCE SUBCOMMITTEE CHAIRMENS DUTIES AND RESPONSIBILITIES

OBJECTIVES u 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

ROLE OF SUBCOMMITTEE CHAIRMAN u You Serve As A... u Leader u Communicator u Administrator u Organizer

DELEGATION OF RESPONSIBILITIES

THE VICE - CHAIRMAN u Chairs Meetings in Your Absence u Prepares Standards for Ballot u Receives and Tabulates Sub Ballot Returns u Contacts Negative Voters to Withdraw u Assigns Projects to Task Group Chairmen and Follows Up on Deadlines u Answers Correspondence

THE SECRETARY u Records Minutes u Collects Task Group Reports u Distributes Attendance Lists u Assumes Responsibilities of Sub Chairmen in Their Absence

TASK GROUPS

Task Groups are used to... u Create New Standards u Review and Revise Standards u Develop a P&B Statement u Examine a Need for a New Standard u Promote Membership/Publicize Activities u Review Standards Editorially u Determine a Need for a Symposium

RESPONSIBILITIES FOR TASK GROUPS u Establish Missions and Goals of Task Groups u Assign a Small Working Group With Experience and Expertise u Monitor Progress of Task Groups u Encourage Frequent Meetings/Contact for Accelerating Progress u Coordinate Task Group Reports at Subcommittee Meetings

TASK GROUP REPORTS u These Should Include... –A recommendation on items for ballot –A recommendation on disposition of negative votes –A review of existing standards –The status on interlaboratory testing program

ADMINISTRATIVE RESPONSIBILITIES

HANDLING THE RED TAPE u Notify All Subcommittee Members of Upcoming Meeting u Distribute Agendas u Publicize Subcommittee Activities u Distribute Minutes

u Report to Main Committee on Subcommittee Actions u Return Required Forms to ASTM Headquarters u Provide Meeting Room Requirements and Equipment Needs for Next Meeting

MEMBERSHIP ROSTER MAINTENANCE u Approve New Members With Classification and Vote u Check Balance and Classifications of Existing Members

CONDUCTING A MEETING

Preparation For A Meeting Includes: u Preparing a Detailed Agenda u Reviewing Negative Votes and Comments u Reviewing Jurisdiction List u Updating Subcommittee Roster

During the Meeting u Use Roberts Rules of Order u Use the Regulations (Green Book) u Use Time Efficiently u Use Members Effectively

PREPARING ITEMS FOR BALLOT

Issuing Ballot u Subcommittee Ballot: –Subcommittee Chairman or their designees are authorized to initiate and conduct a subcommittee ballot. –Motion passed at a subcommittee meeting. u Concurrent Main/Sub Ballot: –Minor revision, or new standard and 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. –Concurrent ballot shall include a rationale.

PREPARING NEW DRAFTS FOR BALLOT u Use the Standard Templates u Use the Blue Book for... –Form of ASTM Test Methods –Form of ASTM Specifications –Form of other types of ASTM Standards: classifications, practices, guides, and terminology

–Preparation and use of terminology in ASTM Standards –Include Key Words –Use of Metric (SI) Units in ASTM Standards –Use of Modified Decimal Numbering System

PREPARING REVISIONS FOR BALLOT u Request a MS WORD file of the latest version of the standard from your staff manager. u Instructions are provided with file. Preferred format: Underline text for additions, Stricken text for deletions. u Revision bars appear in the margin of the document.

PREPARING COVER LETTERS FOR BALLOT u Short, Concise Explanation for Balloting the Item u Previous Ballot History u Changes Made Due to Negative Votes or Comments u Requirement for Concurrent Sub/Main/Society Review Items

CHECKLIST FOR REVIEWING STANDARDS Submittal Form

RESOLVING NEGATIVE VOTES EFFECTIVELY

Valid Negative Vote u Written Explanation

Communication u Contact the negative voter before the meeting

Consideration u Disposition –Withdrawn –Withdrawn with editorial change –Not persuasive –Not related –Persuasive –Previously considered

u Check to See if a Quorum is Present u Ensure Proper Motions are Made When Handling Negative Votes u Tally Only Voting Members u Determine if Representative Sample of Subcommittee is Present or Letter Ballot Motions

Documentation u Complete Appropriate Forms Before the End of the Meeting u Document Actions and Rationale in Minutes u Respond to Negative Voter Through Correspondence

UTILIZATION OF AVAILABLE RESOURCES

ASTM Staff u Staff Manager/ Administrative Assistant u Editor u Information Center u Corporate Communications u Contract and Grant Management u Symposia u Membership/ Membership Promotion u Technical and Professional Training u New Activities u Proficiency Testing Program

Tools and Resources u Technical Committee Officer Handbook u Regulations Governing ASTM Technical Committees u Form and Style Manual u Long Range Planning Manual u Membership Information Packets u Committee Bylaws

u Jurisdiction List u Guide to Preparing Revisions for Ballot u Guidelines for Writing Research Reports u Publicity Forms for Standardization News u Submittal Forms u Officers Conference Handbook u Items in Blue are available from the ASTM Website

REVIEW OF SPECIFIC OBJECTIVES You will now be able to serve effectively as a Subcommittee Chairman by...

u Handling Administrative Responsibilities u Conducting an Effective Meeting u Preparing Items for Sub and Main Committee Ballot u Resolving Negatives Effectively u Utilizing Available ASTM Resources

Good Luck In Your Important Role!