1. Roster Maintenance ASTM Headquarters September 20-21, 2016
Alyson Fick & Brian Milewski

2. Introduction to Roster Maintenance
Used by membership secretaries (Main Committee) and subcommittee chairs (Subcommittees)
Used for assigning classification and voting privileges to new members and members that change employment
Used for maintaining balance as the roster changes
Used for creating membership reports for meetings

3. Classification Defined
Classification Assignment – review of company and major product or service provided relative to the scope of the committee.
ASTM Regulations define 4 categories for Classification:
Producer—A member who represents a voting interest that produces or sells materials, products, systems, or services covered in the committee or subcommittee scope.
User—A member who represents a voting interest that purchases or uses materials, products, systems, or services other than for household use covered in the committee or subcommittee scope provided that the member could not also be classified as a producer.
Consumer—A member who primarily purchases or represents those who purchase products and services for household use within the committee or subcommittee scope.
General Interest—A member who cannot be categorized as a producer, user, or consumer.
*Committees may further define classifications within their Committee Bylaws
Answer the question: Would the member be considered a producer, user, consumer, or a general interest according to the scope of the committee?

4. Voting Interest Defined
Voting Assignment – review of existing members to check for same voting interest and/or producer wait list
Voting interest - individual member having a distinctly separate interest from any other interest with regard to the scope of a committee or subcommittee. Committees are encouraged to further clarify voting interest in their bylaws

5. Voting Interest Defined
Main committee or subcommittee member shall be given official voting status unless:
The member’s voting interest already has been granted one official vote.
Acceptance will create an imbalance on committees or subcommittees.
Is there a member from this same voting interest already on the committee with a vote? Is there a producer wait list?

6. Classification and Voting Status
Classified Technical Committees are balanced. No excess influence by any interest group.
Producer
ASTM
User &
General
Interest

7. What are the steps in the Membership Classification Process?
Contact
ASTM
Complete
Membership
Application
Secretary(s)
Review
ASTM Website
Call Customer Service
Attend an ASTM Meeting
Submit to ASTM for processing
Receive notice of new member application
Pending applications are compared to existing Roster and Scope of Organization.
Classification
Voting Rights
Assignment
A Review and
Approval by
Executive
Option for
Appeal for
Review
Any member can request the Executive to review and consider additional information.
Executive majority approval required for all assignments.

8. Roster Maintenance Reports

9. Roster by Individual
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10. Roster by Individual
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11. Producer Wait List
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12. Producer Wait List
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13. Balance Report
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14. Balance Report
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15. Membership Report
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16. Membership Report
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17. Membership Report
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18. Membership Report
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20. Meeting Attendance List
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21. In
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22. Ballot Inactivity Report
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23. Ballot Inactivity Report
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24. Inactivity Notification to Member
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25. Process For Handling New Member Applications

26. Sample New Member Application Notice
Every new member that is added to your roster (Main for Mem Sec; Sub for Sub Chairs) will receive an that looks like this
Sub Chairs – responsible for Sub rosters
Main Chairs – responsible for Main rosters
It is important that classification/vote are assigned and rosters are in balance prior to ballots being issued and any meetings take place as this can affect a member’s ability to vote or be counted in an official tally.
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27. Accessing Roster Maintenance Tools

28. Accessing Pending Applications
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30. Balance Report
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31. Producer Vote Wait List
Created when the number of potential voting producers is greater than the number of voting user and general interest members combined.
Producers are removed from the wait list and given votes when:
New user and general interest members are added as voting members
Other producer members resign

32. Pending Members Click on a Name to see the application
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33. Member Application

34. Select Classification and Vote
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35. Approving Membership Applications
Create a Membership Report for review by Executive
Subcommittee Chairs have authorization over Subcommittee rosters
Main Committee Rosters can be approved either:
Executive Subcommittee meetings
Ballot of Executive Subcommittee
Authority granted by Executive Subcommittee to Membership Secretary to approve applications between meetings
Action is subsequently reviewed

36. Notification to Member
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37. What are the steps in the Membership Classification Process?
Contact
ASTM
Complete
Membership
Application
Secretary(s)
Review
ASTM Website
Call Customer Service
Attend an ASTM Meeting
Submit to ASTM for processing
Receive notice of new member application
Pending applications are compared to existing Roster and Scope of Organization.
Classification
Voting Rights
Assignment
A Review and
Approval by
Executive
Option for
Appeal for
Review
Any member can request the Executive to review and consider additional information.
COTCO appeal review
Executive majority approval required for all assignments.

38. Questions?
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39. Thank you!