1 Balloting/Handling Negative Votes September 11, 2006 ASTM Training Session Bob Morgan Brynn Iwanowski

2 General Overview of Different Levels of Balloting The Committee on Standards (COS) Main Committee Ballot / Society Review Subcommittee Ballot

3 Balance and Voting vs. Non Voting Status

Producer User & General Interest ASTM Technical Committees are balanced. No excess influence by any interest group. 4 Balance of Interest

5 Voting Rights - Voting vs. Non-Voting 1 official vote per interest (company) All are welcome to participate in technical discussions All members receive a ballot and are eligible to vote on technical issues All negatives are considered the same way

6 Subcommittee Ballot New Standards Major Revisions

7 Subcommittee Balloting Authorization of Subcommittee Ballots Sub chairman or Designee Motion at Meeting Ballot Open for Minimum of 30 Days Qualifications for Valid Subcommittee Ballot – 60% return and 2/3 affirmative Late Ballot Returns Forwarded for Information

8 Sub Ballot Notification

9 Subcommittee Ballot Results Ballot Results Summary New Feature– Closing Report now includes links to all the comments and negatives Posted on the ASTM website

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11 Closed Ballots/Closing Report

12 Closed Ballots/Closing Report

13 Closing Report – Links to Negatives

14 Closing Report – Negative

15 Subcommittee Ballot Results Considering Ballot Results Disposition of Negatives Comments

16 Six Resolutions of a Negative Vote Persuasive Withdrawn Outright Withdrawn with Editorial Change(s) Not Related Not Persuasive Previously Considered

17 Persuasive General Agreement Lack of a not persuasive motion A not persuasive motion fails (does not achieve a 2/3 affirmative) Item is removed from ballot for re-work

18 Withdrawn Outright Withdrawn by the voter Ballot item moves forward to Main ballot May withdraw negative at any time

19 Withdrawn with Editorial Change Withdrawn by the voter/agreed as editorial Editorial change introduces no change in technical content, but corrects typos or reduces ambiguity If editorial changes are involved, please include for next level of balloting

20 Not Persuasive/Not Related/Previously Considered Motion/Second/Rationale 2/3 affirmative vote at a meeting or via ballot Negatives that are determined not related must be addressed as items of new business

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22 The Main Committee Ballot

23 Initiation of Main Committee Ballots Submittal Requirements Open for 30 Days Simultaneous with Society Review

24 Concurrent Ballots Balloting Subcommittee and Main Committee at the same time Used for Minor Revisions / New Standards or Major Revisions that have been balloted at least once before Same requirements as Main Committee Ballot Simultaneous with Society Review

25 Qualifications for Valid Main Committee / Concurrent Ballots 90% Affirmative of Combined Affirmative and Negative Votes 60% Return Late Ballot Returns Closing Reports Final Ballot Results Disposition of Negatives Affirmative Votes w/ Comments

26 Society Review In Tandem with Main Committee Ballot ASTM Website Requirements Disposition of All Negatives

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28 Committee on Standards (COS) 9 Member Group Representing ASTM Committees Due Process Appeals Based on Procedural Matters (NOT Technical) COS Ballot Procedures Final Approval

29 The Three-Step Approach to Handling Negative Votes Communication Consideration Documentation

30 Communication/Consideration/ Documentation: Subcommittee Communication – Meeting agendas, minutes, correspondence, direct contact between member & negative voter Consideration – Subcommittee meeting or via subcommittee letter ballot Documentation – Subcommittee minutes or correspondence

31 Communication/Consideration/ Documentation: Main Committee/Society Communication – ASTM Staff via negative vote resolution forms plus other subcommittee mechanisms Consideration – Both subcommittee and main committee at a meeting or via ballot Documentation – Forms, minutes, correspondence

32 Helpful Hints Ballot controversial sections individually Use good judgment when balloting sections separately Provide clear and informative cover letter for ballot item(s) Try to contact the negative voter before the meeting

33 More Hints Address each portion of the negative vote in the subcommittees consideration Submit editorially revised document with negative vote resolution forms to ASTM staff

34 Thank you for your attention. If you have any questions or would like to discuss this topic in additional detail, please contact your Committee Staff Manager for assistance.