ASTM Virtual Officers Training Workshop ASTM Virtual Officers Training Workshop Subcommittee Chairmens Duties And Responsibilities September 21-23, 2009 Kevin ShanahanChristi Sierk

OBJECTIVES At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by: At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by: Handling administrative responsibilities Handling administrative responsibilities Conducting an effective meeting Conducting an effective meeting Preparing items for Sub and Main Committee ballots Preparing items for Sub and Main Committee ballots Resolving negative votes effectively Resolving negative votes effectively Utilizing available resources at ASTM Headquarters Utilizing available resources at ASTM Headquarters

ROLE OF SUBCOMMITTEE CHAIRMAN You serve as a... Leader Leader Communicator Communicator Administrator Administrator Organizer Organizer

DELEGATION OF RESPONSIBILITIES

THE VICE - CHAIRMAN Chairs meetings in your absence Chairs meetings in your absence Assigns projects to task group chairmen and follows up on deadlines Assigns projects to task group chairmen and follows up on deadlines Answers correspondence Answers correspondence

THE SECRETARY Records minutes Records minutes Collects task group reports Collects task group reports Distributes attendance lists Distributes attendance lists Assumes responsibilities as delegated by the Sub Chairman Assumes responsibilities as delegated by the Sub Chairman

TASK GROUPS

Non-members allowed to participate Non-members allowed to participate Create new standards Create new standards Review and revise standards Review and revise standards Develop a precision and bias statement Develop a precision and bias statement Promote membership/publicize activities Promote membership/publicize activities Review standards editorially Review standards editorially Determine a need for a symposium Determine a need for a symposium

RESPONSIBILITIES FOR TASK GROUP CHAIR Establish missions and goals of task groups Establish missions and goals of task groups Assign a small working group with experience and expertise Assign a small working group with experience and expertise Encourage use of electronic tools for accelerating progress Encourage use of electronic tools for accelerating progress Work Item Collaboration Area Work Item Collaboration Area WebEx Meetings WebEx Meetings Coordinate task group reports at subcommittee meetings Coordinate task group reports at subcommittee meetings

TASK GROUP REPORTS These should include... These should include... A recommendation on items for ballot A recommendation on items for ballot A recommendation for disposition of negative votes A recommendation for disposition of negative votes A review of existing standards A review of existing standards The status on interlaboratory study program The status on interlaboratory study program

SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES

DUTIES Report to main committee on subcommittee actions Report to main committee on subcommittee actions Process necessary information through the website Process necessary information through the website Provide meeting room requirements and audio/visual needs for next meeting Provide meeting room requirements and audio/visual needs for next meeting Assist in inquiries on standards Assist in inquiries on standards

INQURIES ON STANDARDS ASTM membership and staff are prohibited from offering official interpretation of standards ASTM membership and staff are prohibited from offering official interpretation of standards Official responses must follow Section 16 of the ASTM Regulations Official responses must follow Section 16 of the ASTM Regulations Inquiries can be handled informally by Subchairs and technical contacts Inquiries can be handled informally by Subchairs and technical contacts Be clear that the response is a personal opinion Be clear that the response is a personal opinion Do not use ASTM stationery for the response Do not use ASTM stationery for the response

MEMBERSHIP ROSTER MAINTENANCE Approve new members with classification and vote Approve new members with classification and vote Check balance and classifications of existing members Check balance and classifications of existing members

CONDUCTING A MEETING

PREPARATION FOR A MEETING Review ballot results Review ballot results Review correspondence Review correspondence Review minutes and action items from previous meeting Review minutes and action items from previous meeting Review status of your subcommittees standards Review status of your subcommittees standards Update subcommittee roster/print attendance sheet Update subcommittee roster/print attendance sheet Contact task group chairmen Contact task group chairmen Contact staff manager Contact staff manager

WHY IS AN AGENDA IMPORTANT? Prepares chairman Prepares chairman Prepares attendees Prepares attendees Creates an interest Creates an interest Defines clear objectives Defines clear objectives Serves as a valuable organizational tool Serves as a valuable organizational tool

AN INFORMATION-FULL AGENDA INCLUDES: Meeting date, time, location Meeting date, time, location Agenda/minutes approvals Agenda/minutes approvals Agenda items with background/goals Agenda items with background/goals Old/New business Old/New business Summary/assignments Summary/assignments

INCLUDE BALLOT RESULTS IN AGENDAS Access My Tools >> Ballot Negatives and Comments link Access My Tools >> Ballot Negatives and Comments link Copy and paste negative comments into the meeting agenda Copy and paste negative comments into the meeting agenda Allows all subcommittee members to be aware of the negatives that need to be resolved Allows all subcommittee members to be aware of the negatives that need to be resolved

OPENING A MEETING Start on time Start on time Delegate the task of taking minutes if you dont have a subcommittee secretary Delegate the task of taking minutes if you dont have a subcommittee secretary Review the agenda/obtain agreement on the meetings objectives and goals Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary Revise agenda if necessary

DURING THE MEETING Use ASTM Regulations Use ASTM Regulations Use Roberts Rules of Order Use Roberts Rules of Order Use time efficiently Use time efficiently Use members effectively Use members effectively

PARLIAMENTARY PROCEDURE PARLIAMENTARY PROCEDURE Majority rule must prevail Majority rule must prevail Rights of members w/minority opinion are protected Rights of members w/minority opinion are protected Respect for all members assured Respect for all members assured Logical order of business provided Logical order of business provided

HOW TO MAKE A MOTION Motion made Motion made Motion seconded Motion seconded Chairman calls for discussion of the motion Chairman calls for discussion of the motion Chairman calls for vote on the motion Chairman calls for vote on the motion

Uses 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

ROLE OF THE CHAIRMAN Remain neutral Remain neutral Recognize attendees who wish to speak Recognize attendees who wish to speak Maintain order Maintain order

CLOSING A MEETING State conclusions reached State conclusions reached Summarize assignments Summarize assignments Review requirements for next meeting Review requirements for next meeting

AFTER THE MEETING Prepare Minutes Prepare Minutes - post through the My Tools Portion Enter Negative Resolutions Enter Negative Resolutions Make a list of subcommittee ballot items and main committee/concurrent ballot items & send to the staff manager Make a list of subcommittee ballot items and main committee/concurrent ballot items & send to the staff manager

PREPARING ITEMS FOR BALLOT

REGISTERING WORK ITEMS Required upon initiation of work on new standards or revision to existing standards Required upon initiation of work on new standards or revision to existing standards No need for reapprovals, withdraws or reinstatement No need for reapprovals, withdraws or reinstatement An easy eight-step process An easy eight-step process

WORK ITEM RESPONSIBILITES 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

BENEFITS OF WORK ITEMS Promote activity Provide visibility Serve as tracking number Initiate the Tracker function

ISSUING A BALLOT Subcommittee Ballot: Subcommittee Ballot: Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot Motion passed at a subcommittee meeting Motion passed at a subcommittee meeting Rationale required Rationale required Concurrent Main/Sub Ballot: Concurrent Main/Sub Ballot: Minor revision, or new standard and major revisions that have undergone at least one subcommittee ballot can be issued concurrently 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 can be issued when approved by the main committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman Rationale required Rationale required

PREPARING NEW DRAFTS FOR BALLOT Use the standard templates Use the standard templates Use the Form and Style Guide for... Use the Form and Style Guide for... Form of ASTM Test Methods Form of ASTM Test Methods Form of ASTM Specifications Form of ASTM Specifications Form of other types of ASTM Standards: classifications, practices, guides, and terminology Form of other types of ASTM Standards: classifications, practices, guides, and terminology Up Front editing available via Headquarters Up Front editing available via Headquarters

PREPARING REVISIONS FOR BALLOT Register work item Register work item A link to the Word document will be provided to the technical contact 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 A link to instructions on how to prepare the work item for ballot will also be provided Revision bars appear in the margin of the document Revision bars appear in the margin of the document Do not submit entire standard, only revised sections Do not submit entire standard, only revised sections

PREPARING COVER LETTERS FOR BALLOT Short, concise explanation for balloting the item Short, concise explanation for balloting the item Previous ballot history Previous ballot history Changes made due to negative votes or comments Changes made due to negative votes or comments Rationale required for all ballot items Rationale required for all ballot items Include all contact information Include all contact information

RESOLVING NEGATIVE VOTES EFFECTIVELY Communication Communication Consideration Consideration Documentation Documentation

COMMUNICATION Contact the negative voter before the meeting Contact the negative voter before the meeting

CONSIDERATION Ensure proper motions are made when handling negative votes Ensure proper motions are made when handling negative votes Tally only official voting members Tally only official voting members Official vote is indicated on attendance sheets Official vote is indicated on attendance sheets

DOCUMENTATION Document motions, vote count and rationale in minutes Document motions, vote count and rationale in minutes Respond to negative voter through correspondence Respond to negative voter through correspondence

DISPOSITION OF NEGATIVE Persuasive Persuasive Withdrawn Withdrawn Withdrawn with Editorial Change(s) Withdrawn with Editorial Change(s) Not Related Not Related Not Persuasive Not Persuasive Previously Considered Previously Considered

UTILIZATION OF AVAILABLE RESOURCES

ASTM STAFF Staff Manager/ Administrative Assistant Staff Manager/ Administrative Assistant Corporate Communications Corporate Communications Editor Editor Symposia Symposia Interlaboratory Study Program (ILS) Interlaboratory Study Program (ILS) Member Services Member Services Technical and Professional Training Technical and Professional Training Corporate Development Corporate Development Proficiency Testing Program Proficiency Testing Program

TOOLS AND RESOURCES Technical Committee Officer Handbook Technical Committee Officer Handbook Regulations Governing ASTM Technical Committees Regulations Governing ASTM Technical Committees Form and Style Manual Form and Style Manual Committee Bylaws Committee Bylaws Virtual Classroom for Members Virtual Classroom for Members

TOOLS AND RESOURCES

MORE TOOLS AND RESOURCES Standards Tracking Standards Tracking Publicity (Standardization News / Press Releases) Publicity (Standardization News / Press Releases) Regularly Scheduled Virtual Training Sessions Regularly Scheduled Virtual Training Sessions

MORE TOOLS AND RESOURCES Virtual Meetings Virtual Meetings Combination of web-based/teleconference meeting Combination of web-based/teleconference meeting Allows task groups to work on standards in between face-to-face meetings Allows task groups to work on standards in between face-to-face meetings Can create and revise standards online in real time Can create and revise standards online in real time Schedule your own or contact Staff Manager Schedule your own or contact Staff Manager

REVIEW OF SPECIFIC OBJECTIVES Handling administrative responsibilities Handling administrative responsibilities Conducting an effective meeting Conducting an effective meeting Preparing items for Sub and Main Committee ballot Preparing items for Sub and Main Committee ballot Resolving negatives effectively Resolving negatives effectively Utilizing available ASTM resources Utilizing available ASTM resources

GOOD LUCK IN YOUR IMPORTANT ROLE Any Questions? Contact your Staff Manager Kevin Shanahan: Christi Sierk: