MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES September 14-15, 2010 Christi Basile and Brynn Murphy

To identify key duties and responsibilities of Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee.To identify key duties and responsibilities of Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee. Objective

CHAIRMAN

Know ASTM Rules and Regulations ASTM RegulationsASTM Regulations Officer HandbookOfficer Handbook Committee BylawsCommittee Bylaws Parliamentary ProcedureParliamentary Procedure –Roberts Rules of Order

Roberts Rules are used when….. Seeking resolution to a controversial issue (e.g. handling a negative vote)Seeking resolution to a controversial issue (e.g. handling a negative vote) Requires a formal vote count (e.g. voting on a not persuasive negative)Requires a formal vote count (e.g. voting on a not persuasive negative) Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings).Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings).

Use of Motions Motion Requires a Second Debatable Vote Needed Approve Agenda YesYesMajority Approve Minutes YesYesMajority Place an Item on Ballot YesYesMajority Establish a Task Group YesYesMajority Executive Administrative Decision YesYesMajority Adjourn a Meeting YesYesMajority Not Persuasive Action (must state rationale) YesYes 2/3 Affirmative Not related Action (must state rationale) (New agenda item for next meeting) YesYes 2/3 Affirmative Amend a motion YesYesMajority

How 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 motionChairman calls for discussion of the motion Chairman calls for vote on the motionChairman calls for vote on the motion

How to Amend a Motion Original Motion is withdrawnOriginal Motion is withdrawn Takes precedence over the main motionTakes precedence over the main motion Motion must be secondedMotion must be seconded Requires a majority voteRequires a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 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 floor –If not, continue discussion

Table vs. Postpone Table – appropriate when something else of immediate urgency has arisenTable – appropriate when something else of immediate urgency has arisen Postpone – to a certain time or eventPostpone – to a certain time or event Postpone indefinitely – Intended to kill the motionPostpone indefinitely – Intended to kill the motion **All require a majority vote.**

Facilitate Committee Administration Appoint Subcommittee Chairmen and LiaisonsAppoint Subcommittee Chairmen and Liaisons Fill VacanciesFill Vacancies Appoint Special Purpose Ad Hoc CommitteeAppoint Special Purpose Ad Hoc Committee Plan MeetingsPlan Meetings Ensure Executive Subcommittee Duties are fulfilledEnsure Executive Subcommittee Duties are fulfilled

Facilitate Committee Administration(contd) 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 Standards ASTM membership and staff are prohibited from offering official interpretation of standardsASTM membership and staff are prohibited from offering official interpretation of standards Official responses must follow Section 16 of the ASTM RegulationsOfficial responses must follow Section 16 of the ASTM Regulations Inquiries can be handled informally by subchairmen and technical contactsInquiries can be handled informally by subchairmen and technical contacts Be clear that the response is a personal opinionBe clear that the response is a personal opinion Do not use ASTM stationery for the responseDo not use ASTM stationery for the response

Chair Executive and Main Meetings Ensure Organized, Informative ReportsEnsure Organized, Informative Reports Facilitate an Efficient MeetingFacilitate an Efficient Meeting Introduce and Welcome New MembersIntroduce and Welcome New Members

Conducting an Efficient Meeting Meeting PreparationMeeting Preparation –Prepare Agenda –Review Correspondence –Review Minutes & action items from previous meeting –Contact Staff Manager Understand the basics of parliamentary proceduresUnderstand the basics of parliamentary procedures Manage meeting time effectively.Manage meeting time effectively.

Oversee the Standard Development Process Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee ChairmenEstablish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairmen Ensure Proper Consideration and Documentation of NegativesEnsure Proper Consideration and Documentation of Negatives Ensure that Consensus is ReachedEnsure that Consensus is Reached Ensure Standards are Up to DateEnsure Standards are Up to Date

VICE CHAIRMAN

Prepare to Substitute for Chairman Know ASTM Rules and ProceduresKnow ASTM Rules and Procedures Assist Chairman With DutiesAssist Chairman With Duties Prepare to Conduct an Orderly and Productive MeetingPrepare to Conduct an Orderly and Productive Meeting Keep Abreast of All Committee OperationsKeep Abreast of All Committee Operations Be prepared to serve as Chairman in absence of ChairmanBe prepared to serve as Chairman in absence of Chairman

Perform Special Duties and Assignments Based on Committees Bylaws, there can be several Vice Chairman positions LONG RANGE PLANNING Explore and Assign New ActivitiesExplore and Assign New Activities Review Requests for New Standards, Ensuring that Industry Needs are AddressedReview Requests for New Standards, Ensuring that Industry Needs are Addressed Review Scopes of SubcommitteesReview Scopes of Subcommittees

Perform Special Duties and Assignments (cont) BYLAWS COMMITTEE Keep Bylaws Current With Society RegulationsKeep Bylaws Current With Society Regulations AWARDS COMMITTEE Recommend Award of Merit Recipients from the CommitteeRecommend Award of Merit Recipients from the Committee Administer Committee Awards ProgramAdminister Committee Awards Program Honorary MembersHonorary Members

Other Duties LiaisonLiaison PublicityPublicity SymposiaSymposia

MEMBERSHIP SECRETARY

Coordinate All Membership Issues Within the Committee Update Committee Rosters through Headquarters and in Accordance with Committee BylawsUpdate Committee Rosters through Headquarters and in Accordance with Committee Bylaws Process Membership Applications via web based Roster MaintenanceProcess Membership Applications via web based Roster Maintenance Utilize Electronic Membership RostersUtilize Electronic Membership Rosters Report on Committee Membership Status to the Executive SubcommitteeReport on Committee Membership Status to the Executive Subcommittee Print out Main Committee sign in sheetPrint out Main Committee sign in sheet

Coordinate All Membership Issues Within the Committee Monitor Classification and Voting Status of Committee MembersMonitor Classification and Voting Status of Committee Members –Is the committee in balance? Monitor InactivityMonitor Inactivity –Voting Members Not Returning Ballots Initiate and Coordinate Recruitment EffortsInitiate and Coordinate Recruitment Efforts –Membership Promotion Review Status of Affiliate Members AnnuallyReview Status of Affiliate Members Annually –Executive Subcommittee Approval Needed

SECRETARY

Prepare Executive Sub & Main Committee: Assist Chairman in preparing:Assist Chairman in preparing: –Agenda –Minutes –Correspondence –Communicates with Subcommittee Chairmen

Coverage of Meeting If you cannot attend, find a replacementIf you cannot attend, find a replacement Brief your Replacement on the AgendaBrief your Replacement on the Agenda Inform replacement of any potential hot topicsInform replacement of any potential hot topics

Perform Administrative Tasks For Committee Meetings MEETING Record AttendanceRecord Attendance Record MinutesRecord Minutes Identify Voting MembersIdentify Voting Members Have pertinent documents availableHave pertinent documents available

Perform Administrative Tasks For Committee Meetings POST - MEETING Prepare minutes of main and executive subcommittee meetingsPrepare minutes of main and executive subcommittee meetings –An accurate summary of the decisions and conclusions reached –Record all motions and vote counts –Assignments that were made –Note if follow-up action is required –Note time of adjournment, next meeting date, time, and location. Collect and consolidate any germane reportsCollect and consolidate any germane reports Submit minutes to ASTM International Headquarters for posting (in a single file)Submit minutes to ASTM International Headquarters for posting (in a single file)

QUESTIONS Christi Basile Brynn Murphy