September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES September 2013 ASTM Officers Training Workshop Jeff Adkins

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop OBJECTIVES To identify key duties and responsibilities of the Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee. 2

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop CHAIRMAN 3

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Know ASTM Rules and Regulations ASTM Regulations – Officer Handbook – Committee Bylaws –MyCommittees - Committee Documents Parliamentary Procedure –Roberts Rules of Order 4

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Facilitate Committee Administration Appoint Subcommittee Chairmen and Liaisons and fill vacancies Appoint Special Purpose Ad Hoc Committee Plan meetings Ensure Executive Subcommittee duties are fulfilled 5

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Facilitate Committee Administration (contd) Appropriate Committee Funds Delegate Responsibility Monitor Subcommittee Meetings Respond to Circular Letter Ballots Assist in inquiries on standards 6

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 subcommittee chairmen and technical contacts Be clear that the response is a personal opinion Do not use ASTM stationery for the response 7

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Chair Executive and Main Meetings Ensure organized, informative reports Facilitate an efficient meeting Introduce and welcome new members 8

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Conducting an Efficient Meeting Meeting Preparation –Prepare an agenda –Review correspondence –Review minutes & action items from previous meeting –Communicate with you Staff Manager Understand the basics of parliamentary procedures Manage meeting time effectively 9

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Roberts Rules are used when….. 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) Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings). 10

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Use 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 MeetingYesNoMajority 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 11

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Oversee the Standard Development Process Establish a good line of communication with ASTM Headquarters (Staff Manager) and Subcommittee Chairmen Ensure proper consideration and documentation of negatives Ensure that consensus is reached Ensure standards are current 12

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop VICE CHAIRMAN 13

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Prepare to Substitute for Chairman Know ASTM rules and procedures Assist chairman with duties Prepare to conduct an orderly and productive meeting Keep abreast of all Committee operations Be prepared to serve as Chairman in the absence of Chairman 14

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Perform Special Duties and Assignments Based on Committees Bylaws, there can be several Vice Chairman positions: –Head Nominating Committee –Champion Bylaws –Chair Long Range Planning –Serve as the Committee Awards Chairman –Review requests for new standards, ensuring that industry needs are addressed –Review Subcommittee Scopes –Succession Planning –New Member Orientation 15

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Perform Special Duties and Assignments Chair Bylaws Committee Keep Bylaws current with the Society policies/practices Chair Awards Subcommittee Recommend Award of Merit recipients from the Committee Administer Committee Awards Program Honorary Members 16

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Other Duties Liaison Publicity Symposia 17

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MEMBERSHIP SECRETARY 18

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Coordinate all membership matters within the Committee Update Committee Rosters in accordance with Committee Bylaws using Roster Maintenance Process Membership Applications Utilize Electronic Membership Rosters Report on Committee Membership Status to the Executive Subcommittee Print out Committee attendance rosters (Main and Executive Committees) 19

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop More Membership… Monitor Classification and Voting Status of Committee Members –Is the committee in balance? Monitor Inactivity –Voting Members Not Returning Ballots Initiate and coordinate recruitment efforts –Membership Promotion Review status of affiliate members annually –Executive Subcommittee approval needed 20

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop 21 Roster Maintenance

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop SECRETARY 22

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Responsibilities include: Assist Chairman in preparing: –Agenda –Minutes –Correspondence –Communicates with Subcommittee Chairmen 23

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Meeting Coverage If you cannot attend, find a replacement Brief your replacement on the agenda Inform replacement of any potential hot topics 24

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Responsibilities during Committee Meetings Record attendance Record minutes Identify voting members Have pertinent documents available 25

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Responsibilities after Committee Meetings POST - MEETING Prepare minutes of main and executive subcommittee meetings –An accurate summary of the decisions and conclusions reached –Record all motions and vote counts –Assignments that were made –Note if follow-up action is required –Note time of adjournment, next meeting date, time, and location. Collect and consolidate any germane reports Submit minutes to ASTM International Headquarters for posting (in a single file) 26

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop 27

September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop Questions ? Jeff Adkins