1. 2019-2020 Roster Update Training
Tara Thomas
Administrative Assistant, Technical Services

2. Training Overview Committee Leadership and Composition
Quorums and Voting
Roster Updates

3. TC/TG/TRG Leadership Chair Vice Chair
Oversees all committee operations
Nominates leadership candidates & members
Assigns members to subcommittees
Vice Chair
Chair in training & backup
Reminders, activity reporting, objectives

4. TC Membership - update TC Membership Elements Leadership Other Members
Voting Members (6 to 18) – 4 year terms
Members, non-quorum (0 to 2) – 4 year terms
Formerly “International Members”, justification must be approved by section head.
Corresponding Members (unlimited, may work on subcommittees)
Provisional Corresponding Members (0-2) – 2 year terms
Leadership
Chair & Vice Chair (nominally 2 year terms; Chair is VM)
Secretary, Subcommittee Chairs, Webmaster, PDC (aka ALI) Liaison
Other Members
Ex-Officio (TAC Chair, Section Head, MORTS, DOT)
Society Liaisons (e.g., Program, Handbook)

5. Voting Member, Non-Quorum
A Voting Member non-quorum is a special category for TC/TG/TRG members who are not able to attend every meeting due to travel costs and constraints. This category is an extension of the old “International Member” category.
No more than 2 individuals may be nominated as VM-nqs on any TC/TG/TRG
Justification for designating a specific member as VM-nq must be approved by your section head.
Have identical responsibilities, privileges, and constraints as VM-quorum.
A Voting Member-non quorum is not counted against the maximum number of Voting Members
The absence of a Voting Member-non quorum does not affect the determination of quorum.

6. Roster Update Process

7. Roster Updates Roster updated annually Responsibility of TC Chair
Leadership changes
VM to CM rollover (4 year term)
Members leave/join committee
Responsibility of TC Chair
Consult with TC Vice Chair, Section Head
TC Membership Subcommittee Chair assists
Balance desired, but not required
Strive for uniform rollover rates
Start early!

8. Roster Timeline Winter Meeting Due Tuesday 9 pm February May July 1
Completed Rollover Roster Workbooks submitted to Section Heads
TC Chair completes workbook
Save and Submit
February
Section Head reviews workbook
Changes resolved with TC Chair during February
HQ staff generates draft roster from workbook (PDF format)
Section Head reviews draft roster
Iterative process
Roster changes after this time only made if emergency
Emergency = no quorum, employer duplication, error
May
HQ staff makes final roster available to members
Distribution through Section Heads
NOT for public dissemination
July 1
New Rosters effective
November
Rollover Roster Workbooks distributed to TC Chairs
Workbook provided by HQ staff
Excel spreadsheet with instructions

9. Update Process Responsibilities
Process involves:
TC, with Chair being principal
Section Head
HQ staff
Everyone must do their part and in a timely manner or else process fails
If process fails TC may be unable to conduct business

10. Membership Notes
Provisional Members act as Corresponding members, but only serve 2 year terms.
This position was added in order to allow ASHRAE staff to add members to the committee throughout the society year. During the time, review the list of Provisional members and decide to add them as corresponding members or delete them from your current roster. If there are no changes, after 2 years, they will drop from the roster.
No two people may serve as Voting Members if both individuals have the same employer. One of the individuals should serve as a Corresponding Member.
Voting members should have previously been corresponding members.
Term limits: Voting = 4 years; Member Non Quorum = 4 years; Corresponding = Unlimited.

11. How To Become a Provisional Corresponding Member

12. Management Team Notes Term limits:
Chair = 2 years with a 1 year extension through the approval of the Section Head;
Vice Chair = 2 years;
The Chair's term is not limited by the policy limiting normal Member and Member Non Quorum reappointments to four (4) consecutive terms.
Chair and Vice Chair MUST BE ASHRAE members!
The Chair should have served at least one one-year term as Vice Chair or Secretary.
Corresponding Members can serve in all TC management positions except Chair.

14. Additional Positions and Notes

15. Roster Update Workbook Key Elements
Management Team
Get needed info from membership list
No position should be left blank
New Members
Can sign up at anytime as a PCM
Must have ASHRAE number or contact info
Membership List and Status
ONLY add code (AV, AC, DV, D, NC)
Add notes in adjacent column
Approval Section

17. Legend of Codes

18. Save or Submit Changes

19. Save and Return Later

20. Saved Changes

21. Submitted Changes are Final

22. When all else fails: Ask your Section Head SH?@ashrae.net

23. Additional Training Available During the Winter Meeting