MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES

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.

CHAIRMAN

KNOW ASTM RULES AND REGULATIONS ASTM Regulations ASTM Regulations Officer Handbook Officer Handbook Committee Bylaws Committee Bylaws Parliamentary Procedure Parliamentary Procedure Roberts Rules of Order 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).

Do not use Roberts Rules when… The purpose of the meeting is to develop creative solutions or to hold a brainstorming session The purpose of the meeting is to develop creative solutions or to hold a brainstorming session The issues being discussed are not contentious (e.g. future meeting locations) The issues being discussed are not contentious (e.g. future meeting locations)

FACILITATE COMMITTEE ADMINISTRATION Appoint Subcommittee Chairman and Liaisons Appoint Subcommittee Chairman and Liaisons Fill Vacancies Fill Vacancies Appoint Special Purpose Ad Hoc Committee Appoint Special Purpose Ad Hoc Committee Plan Meetings Plan Meetings Ensure Executive Subcommittee Duties are fulfilled Ensure Executive Subcommittee Duties are fulfilled

FACILITATE COMMITTEE ADMINISTRATION (cont) Appropriate Committee Funds Appropriate Committee Funds Delegate Responsibility Delegate Responsibility Monitor Subcommittee Meetings Monitor Subcommittee Meetings Respond to Circular Letter Ballots Respond to Circular Letter Ballots

CHAIR EXECUTIVE AND MAIN MEETINGS Ensure Organized, Informative Reports Ensure Organized, Informative Reports Facilitate an Efficient Meeting Facilitate an Efficient Meeting Introduce and Welcome New Members Introduce and Welcome New Members

CONDUCTING AN EFFICIENT MEETING Meeting Preparation Meeting Preparation Prepare Agenda Prepare Agenda Review Correspondence Review Correspondence Review Minutes & action items from previous meeting Review Minutes & action items from previous meeting Contact Staff Manager Contact Staff Manager Understand the basics of parliamentary procedures Understand the basics of parliamentary procedures Manage meeting time effectively. Manage meeting time effectively.

OVERSEE STANDARDS DEVELOPMENT PROCESS Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairman Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairman Ensure Proper Consideration and Documentation of Negatives Ensure Proper Consideration and Documentation of Negatives Ensure that Consensus is Reached Ensure that Consensus is Reached Ensure Standards are Up to Date Ensure Standards are Up to Date

VICE CHAIRMAN

PREPARE TO SUBSTITUTE FOR CHAIRMAN Know ASTM Rules and Procedures Know ASTM Rules and Procedures Assist Chairman With Duties Assist Chairman With Duties Prepare to Conduct an Orderly and Productive Meeting Prepare to Conduct an Orderly and Productive Meeting Keep Abreast of All Committee Operations Keep Abreast of All Committee Operations Be prepared to serve as Chairman in absence of Chairman Be 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 Activities Explore and Assign New Activities Review Requests for New Standards, Ensuring that Industry Needs are Addressed Review Requests for New Standards, Ensuring that Industry Needs are Addressed Review Scopes of Subcommittees Review Scopes of Subcommittees

PERFORM SPECIAL DUTIES AND ASSIGNMENTS (cont) BYLAWS COMMITTEE Keep Bylaws Current With Society Regulations Keep Bylaws Current With Society Regulations AWARDS COMMITTEE Recommend Award of Merit Recipients from the Committee Recommend Award of Merit Recipients from the Committee Administer Committee Awards Program Administer Committee Awards Program Honorary Members Honorary Members

OTHER DUTIES Liaison Liaison Publicity Publicity Symposia Symposia

MEMBERSHIP SECRETARY

COORDINATE ALL MEMBERSHIP ISSUES WITHIN THE COMMITTEE Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws Process Membership Applications by Process Membership Applications by Utilize Electronic Membership Rosters Utilize Electronic Membership Rosters Report on Committee Membership Status to the Executive Subcommittee Report on Committee Membership Status to the Executive Subcommittee

COORDINATE ALL MEMBERSHIP ISSUES WITHIN THE COMMITTEE Monitor Classification and Voting Status of Committee Members Monitor Classification and Voting Status of Committee Members Is the committee in balance? Is the committee in balance? Monitor Inactivity Monitor Inactivity Voting Members Not Returning Ballots Voting Members Not Returning Ballots Initiate and Coordinate Recruitment Efforts Initiate and Coordinate Recruitment Efforts Membership Promotion Membership Promotion Review Status of Affiliate Members Annually Review Status of Affiliate Members Annually Executive Subcommittee Approval Needed Executive Subcommittee Approval Needed

SECRETARY

PREPARE EXECUTIVE SUB & MAIN COMMITTEE: Assist Chairman in preparing: Assist Chairman in preparing: Agenda Agenda Minutes Minutes Correspondence Correspondence Communicates with Subcommittee Chairmen Communicates with Subcommittee Chairmen

COVERAGE OF MEETING If you cannot attend, find a replacement If you cannot attend, find a replacement Brief your Replacement on the Agenda Brief your Replacement on the Agenda Inform replacement of any potential hot topics Inform replacement of any potential hot topics

PERFORM ADMINISTRATIVE TASKS FOR COMMITTEE MEETINGS MEETING Record Attendance Record Attendance Record Minutes Record Minutes Identify Voting Members Identify Voting Members Have pertinent documents available Have pertinent documents available

PERFORM ADMINISTRATIVE TASKS FOR COMMITTEE MEETINGS POST - MEETING Prepare minutes of main and executive subcommittee meetings Prepare minutes of main and executive subcommittee meetings An accurate summary of the decisions and conclusions reached An accurate summary of the decisions and conclusions reached Record all motions and vote counts Record all motions and vote counts Assignments that were made Assignments that were made Note if follow-up action is required Note if follow-up action is required Note time of adjournment, next meeting date, time, and location. Note time of adjournment, next meeting date, time, and location. Collect and consolidate any germane reports Collect and consolidate any germane reports Submit minutes to ASTM International Headquarters for posting Submit minutes to ASTM International Headquarters for posting

QUESTIONS