September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Subcommittee Chairmens Duties And Responsibilities September 2013 ASTM Officers Training Workshop Kelly Paul and Len Morrissey

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop OBJECTIVES 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 2

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop ROLE OF SUBCOMMITTEE CHAIRMAN You serve as a... Leader Communicator Administrator Organizer 3

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop DELEGATION OF RESPONSIBILITIES 4

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop THE VICE CHAIRMAN Chairs meetings in your absence Assigns projects to task group chairmen and follows up on deadlines Answers correspondence 5

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop THE SECRETARY Records minutes Collects task group reports Distributes attendance lists Assumes responsibilities as delegated by the Sub Chairman 6

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES 7

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop DUTIES Report to main committee on subcommittee actions Process necessary information through the website Provide meeting room requirements and audio/visual needs for next meeting Assist in inquiries on standards 8

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop INQUIRIES ON STANDARDS ASTM membership and staff are prohibited from offering official interpretation of standards Official responses must follow Section 16 of the ASTM Regulations Inquiries can be handled informally by Subchairs and technical contacts Be clear that the response is a personal opinion Do not use ASTM stationery for the response 9

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop ROSTER MAINTENANCE Approve new members with classification and vote Check balance and classifications of existing members ASTM sends notifications regarding new members and out-of-balance rosters 10

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September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop CONDUCTING A MEETING 14

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PREPARATION FOR A MEETING Review ballot results Review correspondence Review minutes and action items from previous meeting Review status of your subcommittees standards Update subcommittee roster/print attendance sheet Contact task group chairmen Contact staff manager 15

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop WHY IS AN AGENDA IMPORTANT? Prepares chairman Prepares attendees –Travel Approval Creates an interest Defines clear objectives Serves as a valuable organizational tool 16

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop AN INFORMATION-FULL AGENDA INCLUDES: Meeting date, time, location Agenda/minutes approvals Agenda items with background/goals Unfinished/New business Utilize the Create My Agenda tool. 17

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Create My Agenda 18

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Create My Agenda 19

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Create My Agenda 20

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop INCLUDE BALLOT RESULTS IN AGENDAS Access My Tools >> Ballot Negatives and Comments link Copy and paste negative comments into the meeting agenda Allows all subcommittee members to be aware of the negatives that need to be resolved 21

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Inserting Negatives and Comments 22

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Inserting Negatives and Comments 23

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Inserting Negatives and Comments 24

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Inserting Negatives and Comments 25

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop OPENING A MEETING Start on time Delegate the task of taking minutes if you dont have a subcommittee secretary Review ASTMs Antitrust Statement (included in agenda) Announce that recording of any kind (audio or video) is not allowed in ASTM meetings Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary 26

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop DURING THE MEETING Use ASTM Regulations Use Roberts Rules of Order Use time efficiently Use members effectively 27

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PARLIAMENTARY PROCEDURE Majority rule must prevail Rights of members with minority opinion are protected Respect for all members assured Logical order of business provided 28

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop HOW TO MAKE A MOTION Motion made Motion seconded Chairman calls for discussion of the motion Chairman calls for vote on the motion 29

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop USES OF MOTIONS MotionRequires a SecondDebatableVote Needed Approve AgendaYes Majority Approve MinutesYes Majority Place an Item on BallotYes Majority Establish a Task GroupYes Majority Executive Administrative Decision Yes Majority Adjourn a MeetingYes Majority Not Persuasive Action (must state rationale) Yes 2/3 Affirmative Not related Action (must state rationale) (New agenda item for next meeting) Yes 2/3 Affirmative Amend a motionYes Majority 30

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop ROLE OF THE CHAIRMAN Remain neutral Recognize attendees who wish to speak Maintain order 31

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop CLOSING A MEETING State conclusions reached Summarize assignments Review requirements for next meeting 32

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop AFTER THE MEETING Prepare Minutes - post through the My Tools portion Enter Negative Resolutions Make a list of subcommittee ballot items and main committee/concurrent ballot items and send to your staff manager Contact staff manager regarding any changes for the next meeting (time, room size, a/v, etc.) 33

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September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PREPARING ITEMS FOR BALLOT 38

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop REGISTERING WORK ITEMS Required upon initiation of work on new standards or revision to existing standards No need for reapprovals, withdrawals or reinstatement An easy eight-step process 39

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MONITOR WORK ITEMS 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 40

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop WHY WORK ITEMS? Promote activity Provide visibility Serve as tracking number Initiate the Standards Tracker function 41

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September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop ISSUING A BALLOT Subcommittee Ballot: –Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot –Motion passed at a subcommittee meeting –Rationale required for each ballot item Concurrent Main/Sub Ballot: –Minor revisions to an existing standard or new standards/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 –Rationale required for each ballot item 44

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PREPARING NEW DRAFTS FOR BALLOT Use the standard templates Use the Form and Style Guide for... –Proper format of Test Methods, Specifications, Classification, Practices, Guides, and Terminology Up Front editing available via Headquarters 45

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PREPARING REVISIONS FOR BALLOT Register work item 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 Track Changes bars appear in the margin of the document Submitting entire standard is not necessary, only revised sections 46

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop PREPARING RATIONALE FOR BALLOT Short, concise explanation for balloting the item Previous ballot history Changes made due to negative votes or comments Include all contact information 47

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop RESOLVING NEGATIVE VOTES EFFECTIVELY Communication Consideration Documentation 48

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop COMMUNICATION Contact the negative voter: –before the ballot closes –before the meeting –after the meeting 49

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop CONSIDERATION Ensure proper motions are made when handling negative votes –Motion should include the rationale Tally only official voting members –Official vote is indicated on attendance sheets 50

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop DOCUMENTATION Document motions, vote count, and rationale in minutes Respond to negative voter Resolving the negative online 51

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop DISPOSITION OF NEGATIVE Persuasive Withdrawn Withdrawn with Editorial Change(s) Not Related Not Persuasive Previously Considered 52

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop UTILIZATION OF AVAILABLE RESOURCES 53

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop ASTM STAFF Staff Manager/ Administrative Assistant Corporate Communications Editor Symposia Interlaboratory Study Program (ILS) Member Services Technical and Professional Training Corporate Development Proficiency Testing Program 54

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop TOOLS AND RESOURCES Regulations Governing ASTM Technical Committees Form and Style Manual Committee Bylaws Virtual Classroom for Members Standard Templates 55

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop TOOLS AND RESOURCES 56

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MORE TOOLS AND RESOURCES Standards Tracking Publicity (Standardization News/Press Releases) 57

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September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MORE TOOLS AND RESOURCES Virtual Meetings –Combination of web-based/teleconference meeting –Allows task groups to work on standards in between face-to-face meetings –Can create and revise standards online in real time –Schedule your own or contact Staff Manager 59

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop REVIEW OF SPECIFIC OBJECTIVES Handling administrative responsibilities Conducting an effective meeting Preparing items for Sub and Main Committee ballot Resolving negatives effectively Utilizing available ASTM resources 60

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop GOOD LUCK IN YOUR IMPORTANT ROLE 61 Kelly Paul: Len Morrissey: