1. Overview of the Project Committee Manual of Procedures ASHRAE Annual Meeting Albuquerque, NM Sunday, June 27, 2010

2. Purpose / Scope Section 1 / Section 2 : Purpose / Scope Provides detailed procedures to be followed by project committees (PCs) Establish criteria and procedures for the development, revision, reaffirmation, or withdrawal of ASHRAE standards/guidelines; development of addenda; requests for interpretation; and maintenance of standards/guidelines Defines formation, structure, and activities of PCs

3. Project Committee (PC) Section 4 : Formation/Membership/Tenure PC Formation - Proposals to develop a standard may come from any responsible party, typically a Technical Committee (TC) or Task Group (TG) For published documents on periodic maintenance (PM) the cognizant TC will make a recommendation to SRS that the document should be revised and will recommend a chair and four volunteers PPIS, StdC and the BOD approve the TPS for new projects

4. Policy Level Projects PPIS is responsible for recommending to StdC which projects should be designated as policy level. Policy level projects are generally controversial or are associated with controversial projects. Currently there are currently 10 Policy Level Projects: GDL 24, GDL 29, SSPC 34, SSPC 62.1, SSPC 62.2, SSPC 90.1, SSPC 90.2, SSPC 161, SPC 189.1, SPC 191

5. Project Committee (PC) StdC authorizes the formation of a PC and the SPLS Chair assigns an SPLS Member as the SPLS Liaison SPLS Liaison recommends PC Chair and SPLS and StdC (and Tech Council for Policy Level PCs) approve the Chair Members are solicited through the cognizant TC and a Call for Members in ASHRAE Standards Actions

6. Project Committee (PC) PC Chair and SPLS Liaison develop a Work Plan (WP). Work Plan shall include the following: 1.Approved Title, Purpose and Scope 2.5-Year ANSI cycle date for revision projects 3.Major milestones and estimated dates for completion 4.Interest category plan 5.Plan for developing consensus 6.Type of document and Units Format Plan

7. Project Committee (PC) SPLS Liaison approves the draft WP and it is then submitted to SPLS for approval. (SPLS and StdC approve WP’s submitted by standing project committees) At their first official meeting the PC shall vote to concur or to propose changes to the TPS and WP SPLS Liaison monitors PC’s performance relative to the WP and reports at each SPLS meeting

8. Project Committee (PC) PC Members - ASHRAE membership is not required PCs shall have “Individual” and designated PCs may have “Organizational” memberships (approved by SPLS and StdC) Types PCVM PSVM NVM Consultants (appointed by the Chair)

9. Project Committee (PC) Forms – An Application and a Potential Sources of Bias and Conflict of Interest form is submitted to ASHRAE Headquarters (available online). The Biographical Record is downloaded from ASHRAE’s website by ASHRAE staff. PC Chair reviews the applications for membership and recommends a roster. SPLS and StdC then approve roster

10. Project Committee (PC) The project committees (PCs) are responsible for the technical content of ASHRAE standards and guidelines Types of project committees: Standard Project Committee (SPC) Guideline Project Committee (GPC) Standing Project Committee (SSPC or SGPC) For standards work, project committees are consensus- forming bodies of the Society and must be balanced (Producer, User, General)

11. Project Committee (PC) PC Membership - No less than 5 PCVMs with no upper limit, including the Chair May also include PSVMs if the PC is organized into subcommittees, or NVMs if not organized into subcommittees. The chair of each subcommittee shall be a PCVM unless an exception is authorized by SPLS The PCs shall have PCVMs for at least these three interest categories: User, Producer, General. No more than one PCVM from one company, association or agency. (Appendix A of PC MOP provides definitions for each interest category)

12. Definition Balance – Condition existing when a) no single interest category constitutes more than 1/3 of the membership for an PC dealing with safety, or b) no single interest category constitutes a majority of the membership of a PC dealing with product standards Balance in subcommittees is desirable but not required

13. Project Committee (PC) Tenure - SPC Members serve until the project has been completed and the PC discharged SSPC PCVMs serve no more than four consecutive full years except where membership is rotated in a manner that assures continuity and balance (See PC MOP 4.9.2.3) SSPC initial terms staggered over four years An SSPC Chair’s request for additional term(s) may be considered by SPLS.

14. PC Meetings and Correspondence Section 5 : Meetings/Correspondence All PC meetings are open to observation by directly and materially interested persons Working meetings shall be held at least once per year. Normally these are held in conjunction with the Annual and Winter Society Meetings. PC Chair should advise PC Members, SPLS Liaison and the Manager of Standards (MOS) of all meetings or teleconferences between Society Meetings in time to permit the MOS to notify known interested parties. A reasonable time frame would be 30 days in advance of in person meetings and 14 days for conference calls.

15. PC Meetings and Correspondence Each member is expected to attend meetings Quorum (majority of the voting membership) is required for standards-related business Robert’s Rules of Order Newly Revised governs meeting conduct whenever standards action, publication public review or interpretation are expected All PCs shall keep minutes of all meetings to include date, time and place of meeting, member attendance, motions and resulting votes, and assigned action items.

16. Section 6 : Draft Standard/Addendum/Revision PC develops a working draft using the approved structure in StdC Style Manual (currently in revision) All drafts shall include the copyright language in Section 6.1.4 of PC MOP. Public review period will be the minimum required by ANSI. Usually 30-60 days. 45-day if in electronic form and 30-day if it will fit on a single page Proposed Drafts

17.  PCs have four opportunities each year to submit publication public review packages for processing (Annual Meeting, Tech Weekend, Winter Meeting, and Spring Meeting)  Public reviews will occur 2 times per year and those dates will be approved by StdC and published annually (See Informative Appendix I of PC MOP)  Addenda for code intended standards on continuous maintenance will be published and made effective once every 18 months (Standards 15, 34, 52.2, 62.1, 62.2, 90.1, 90.1, 140 and 189.1)

18. Proposed Drafts Recommendation for Publication Public Review: When a suitable draft standard, guideline or addendum has been developed, the PC shall recommend the draft for publication public review by an affirmative vote of a majority of the PC membership (PCVMs) and at least 2/3 of those voting, excluding abstentions. This can be accomplished at a meeting or by letter ballot. When recorded votes are taken at meetings, absent voting members shall be given an opportunity to vote before or after the meeting and before the ballot closes. (Continuation letter ballot)

19. Proposed Drafts Publication Public Review Submittal Package to MOS shall include: ◦ PC Chair’s Publication Public Review Draft Submittal Form ◦ Electronic copy of the draft in MS WORD, including any graphics and artwork ◦ Draft marked to show changes since last public review (if there was one) ◦ Complete set of responses to commenters and commenter reply forms from the last full public review and any subsequent ISC public reviews (if an ISC public review has occurred) is required and will be obtained from the online comment database by Staff ◦ Letter ballot responses from each PCVM or a roll call vote if at a meeting ◦ Written responses to objectors on the letter ballot vote advising each of the disposition of the objection and reasons why

20. Proposed Drafts Staff will now process the draft for public review provided that (no additional approvals required):  There are no negative votes within the PC  No credible threat of legal action (in writing) against ASHRAE related to the draft  Not a Policy Level Standard (PCs may request an exception from the SPLS Chair for this criterion for non-contentious issues)  SPLS Liaison has not notified the MOS within ten calendar days that due process has been violated  Drafts meeting these four criteria are considered to be on the Fast Track.

21. Proposed Drafts For all other cases, known as the Normal Track, SPLS must approve the draft before it can be issued for public review

22. Public Review Comments Section 7 : Consideration and Response PC reviews all comments received during public review period, decides on their validity, and determines whether to incorporate them into the draft. Comments received on items not subject to public review may be considered by the PC separately from those received in response to the public review. The PC votes to approved draft responses and then the chair responds to each commenter indicating the proposed disposition of the comment. The PC shall include rationale for their decision.

23. Public Review Comments Section 7.4.8 : PC Recommendation Following the Close of Public Review Where comments were submitted during public review the PC must consider the comments and then determine whether to reconsider their prior vote for publication. The PC has four choices:

24. Public Review Comments 1.No changes needed, reject the comments – In this case the PC must vote responses to commenters and await the commenter reply. After deadline for reply has passed the PC vote for publication stands and Staff can process the draft for publication approval. If there are unresolved objections (comments) the PC vote for publication needs to be re-circulated so that all voting members are offered the opportunity to change their vote in response to an unresolved objection.

25. Public Review Comments 2.Only editorial changes are needed – In this case the PC must vote responses to commenters and await commenter reply. After deadline for reply has passed the PC vote for publication stands and Staff can process the revised draft for publication approval. If there are unresolved objections (comments) the PC vote for publication needs to be re-circulated so that all voting members are offered the opportunity to change their vote in response to an unresolved objection.

26. Public Review Comments 3.Substantive changes are needed – In this case the PC must vote on the revised publication public review and another publication package must be submitted to the MOS for processing. This vote automatically supersedes the previous publication vote.

27. Public Review Comments 4. Draft should be discontinued – In this case the PC must rescind their previous vote for publication and vote for discontinuance

28. Substantive Changes Section 8 : Revision of Publication Draft After consideration of comments or because of new information received, the PC may decide to make changes to the draft. Substantive changes require an additional public review and another PC vote for publication, either: ◦ a complete revision (another full public review), or ◦ independent substantive changes (a substantive change that is independent of any other substantive change and does not significantly affect any other requirement in the document) PC again considers public review comments and attempts to reach resolution with any unresolved commenter.

29. Recommendation for Publication The Chair shall notify the MOS, after all comments have been considered and as many comments as possible have been resolved, that the draft can proceed for publication.

30. Recommendation for Publication Final Publication Package to MOS shall include: ◦ PC Chair’s Final Publication Submittal Form ◦ Final electronic copy of the draft in MS WORD, including any graphics and artwork ◦ Final draft marked to show changes since last public review ◦ Complete set of responses to commenters and commenter reply forms from the last full public review and any subsequent ISC public reviews (if an ISC public review has occurred) is required and will be obtained from the online comment database by Staff ◦ If there were unresolved commenters, then letter ballot responses from each member of the PC indicating their vote change as a result of the unresolved commenters and final ballot tally

31. Publication Final galleys are prepared in FrameMaker TM by ASHRAE Special Publications, signed-off by the PC Chair, and then submitted to StdC, TechC and the BOD for publication approval.

32. PC Procedures Upon Publication Section 9 : Discharge of PC If ANSI approval is obtained or the standard is printed as an ASHRAE standard, the SPC (or GPC) will be discharged unless extended (e.g., to prepare an early addendum) SPC (or GPC) may recommend that an SSPC (or SGPC) be established. Revision needs to be more frequent than the normal 5-year cycle.

33. Maintenance of Standards Section 10/11 : Periodic/Continuous/Changing Periodic Maintenance (PM) - maintained under a 5-year cycle whereby the entire standard is either revised, reaffirmed, or withdrawn. This recommendation comes from the cognizant Technical Committee (TC) Continuous Maintenance (CM) - SSPCs or SGPCs designated as operating under CM revise the standard through change proposals or SSPC/SGPC action

34. Maintenance of Standards Currently 20 projects are approved to operate under (CM): Guidelines 0 and 13, and Standards 15, 34, 52.2, 55, 62.1, 62.2, 90.1, 90.2, 134, 135, 135.1, 140, 160, 161, 169, 170, 180, 189.1 and 100 (when published)

35. Maintenance of Standards Standards under CM are always open for public review and proposed changes to the standard can be submitted at any time. The benefit of CM is that while the standard is under revision through addenda, the original document retains approval. The method of maintenance (periodic or continuous) may be changed at any time by recommendation of the PC and approval by SPLS and StdC.

36. Continuous Maintenance SSPC shall take documented consensus action on each proposed change (continuous maintenance proposal) within 13 months of receipt by the MOS. Response to change proposals must be voted on by the PC and forwarded to the proposer on the Form for Response to Change Proposal with copy to the MOS.

37. Continuous Maintenance Options for responses are limited to: a)Proposed change accepted for public review without modification b)Proposed changes accepted for public review with modification c)Proposed change accepted for further study d)Proposed change rejected

38. Continuous Maintenance Responder (PC) shall provide reasons for any recommendation other than “Accepted for public review without modification.” Responder (PC) shall not recommend option c) above unless the “further study” can be completed within 7 months of approval of that option and the SSPC must vote for option a), b), or d) within that 7 months If the PC fails to conduct a follow-up vote within that 7 months then the SPLS Liaison will place the proposal on the next SPLS agenda for consideration

39. Questions?