1. Subcommittee Chairman’s Duties and Responsibilities
ASTM Headquarters
September 20-21, 2016
Jeff Adkins & Jennifer Rodgers

2. 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

3. Role of the Subcommittee Chairman
You serve as a:
Leader
Communicator
Administrator
Organizer

4. Delegation of Responsibilities4

5. The Vice Chairman Chairs meetings in your absence
Assigns projects to task group chairmen and follows up on deadlines
Answers correspondence

6. The Secretary Records minutes Collects task group reports
Distributes attendance lists
Assumes responsibilities as delegated by the Sub Chairman

7. Subcommittee Chair Administrative Duties7

8. 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

9. 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

10. 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

11. Roster Maintenance 11

12. Roster Maintenance

13. Roster Maintenance

14. Conducting a Meeting 14

15. Preparation for a Meeting
Review ballot results
Review correspondence
Review minutes and action items from previous meeting
Review status of your subcommittee’s standards
Update subcommittee roster/print attendance sheet
Contact task group chairmen
Contact staff manager

16. Why is an Agenda Important?
Prepares chairman
Prepares attendees
Travel approval
Creates an interest
Defines clear objectives
Serves as a valuable organizational tool

17. 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

18. Create My Agenda

19. Create My Agenda

20. Create My Agenda

21. Include Ballot Results in Agendas
Access My Committees >> My Tools >> Negatives & Comments tab
Copy and paste negative comments into the meeting agenda
Allows all subcommittee members to be aware of the negatives that need to be resolved

22. Negatives and Comments

23. Negatives & Comments

24. Negatives & Comments

25. Sample Negative

26. Opening a Meeting Start on time
Delegate the task of taking minutes if you don’t have a subcommittee secretary
Review ASTM’s 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

27. During the Meeting Use ASTM Regulations Use Robert’s Rules of Order
Use time efficiently
Use members effectively

28. Parliamentary Procedure
Majority rule must prevail
Rights of members with minority opinion are protected
Respect for all members assured
Logical order of business provided

29. How to Make a Motion Motion made Motion seconded
Chairman calls for discussion of the motion
Chairman calls for vote on the motion

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

31. Role of the Chairman Remain neutral
Recognize attendees who wish to speak
Maintain order

32. Closing a Meeting State conclusions reached Summarize assignments
Review requirements for next meeting

33. After the Meeting
Prepare minutes (if no Secretary is appointed) and upload them to the ASTM website. Or send them to your staff manager for posting.
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.)

34. Submit Meeting Minutes

35. Submit Meeting Minutes

36. Enter Negative Dispositions from Meeting36

37. Enter Negative Dispositions from Meeting37

38. Enter Negative Dispositions from Meeting

39. Enter Negative Dispositions from Meeting

40. Preparing Items for Ballot40

41. 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

42. 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

43. Why Work Items? Promote activity Provide visibility
Serve as tracking number
Initiate the “Standards Tracker” function

44. Registering a Work Item

45. Registering a Work Item

46. 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
Proposed new standards undergoing its initial round of balloting
Revisions to an existing standard that subcommittee members believe warrant a subcommittee ballot

47. Issuing a Ballot Concurrent Main/Sub Ballot:
Revisions to an existing standard or new standards 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

48. 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

49. 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 appear in the margin of the document
Submitting entire standard is not necessary, only revised sections

50. Preparing a 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

51. Resolving Negatives Effectively
1. COMMUNICATION
2. CONSIDERATION
3. DOCUMENTATION

52. Communication Contact the negative voter: before the ballot closes
before the meeting
after the meeting

53. Ensure proper motions are made when handling negative votes
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

54. Documentation Document motions, vote count, and rationale in minutes
Respond to negative voter
Resolving the negative online

55. Disposition of Negative
Persuasive
Withdrawn
Withdrawn with Editorial Change(s)
Not Related
Not Persuasive
Previously Considered

56. Utilization of Available Resources56

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

58. Tools and Resources Regulations Governing ASTM Technical Committees
Form and Style Manual
Committee Bylaws
Virtual Classroom for Members
Standard Templates

59. Finding Resources Online

60. Tools and Resources Standards Tracking
Publicity (Standardization News/Press Releases)

61. Tools and Resources

62. 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

63. Review of Specific Objectives
Handling administrative responsibilities
Conducting an effective meeting
Preparing items for sub and main committee ballot
Resolving negatives effectively
Utilizing ASTM resources 63

64. Good Luck in Your Important Role!

65. Thank you!