1. Subcommittee Chairmens Duties And Responsibilities Joe Koury and Ashley Wiand September 2012 Officers Training Workshop 1

2. OBJECTIVES At the end of this module, you will be able to serve effectively as a Subcommittee Chairman by: Handling administrative responsibilities Conducting an effective meeting Preparing items for Sub and Main Committee ballots Resolving negative votes effectively Utilizing available resources at ASTM Headquarters 2

3. ROLE OF SUBCOMMITTEE CHAIRMAN You serve as a... Leader Communicator Administrator Organizer 3

4. DELEGATION OF RESPONSIBILITIES 4

5. THE VICE CHAIRMAN Chairs meetings in your absence Assigns projects to task group chairmen and follows up on deadlines Answers correspondence 5

6. THE SECRETARY Records minutes Collects task group reports Distributes attendance lists Assumes responsibilities as delegated by the Sub Chairman 6

7. SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES 7

8. DUTIES Report to main committee on subcommittee actions Process necessary information through the website Provide meeting room requirements and audio/visual needs for next meeting Assist in inquiries on standards 8

9. 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 Subchairs and technical contacts Be clear that the response is a personal opinion Do not use ASTM stationery for the response 9

10. ROSTER MAINTENANCE Approve new members with classification and vote Check balance and classifications of existing members ASTM sends email notifications regarding new members and out-of-balance rosters 10

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13. CONDUCTING A MEETING 13

14. PREPARATION FOR A MEETING Review ballot results Review correspondence Review minutes and action items from previous meeting Review status of your subcommittees standards Update subcommittee roster/print attendance sheet Contact task group chairmen Contact staff manager 14

15. WHY IS AN AGENDA IMPORTANT? Prepares chairman Prepares attendees Creates an interest Defines clear objectives Serves as a valuable organizational tool 15

16. AN INFORMATION-FULL AGENDA INCLUDES: Meeting date, time, location Agenda/minutes approvals Agenda items with background/goals Unfinished/New business Utilize the Create My Agenda tool. 16

17. INCLUDE BALLOT RESULTS IN AGENDAS Access My Tools >> Ballot Negatives and Comments link Copy and paste negative comments into the meeting agenda Allows all subcommittee members to be aware of the negatives that need to be resolved 17

18. Create My Agenda 18

19. Create My Agenda 19

20. Create My Agenda 20

21. Inserting Negatives and Comments 21

22. Inserting Negatives and Comments 22

23. Inserting Negatives and Comments 23

24. Inserting Negatives and Comments 24

25. OPENING A MEETING Start on time Delegate the task of taking minutes if you dont have a subcommittee secretary Review ASTMs Antitrust Statement (included in agenda) Announce that recording of any kind (audio or video) is not allowed in ASTM meetings Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary 25

26. DURING THE MEETING Use ASTM Regulations Use Roberts Rules of Order Use time efficiently Use members effectively 26

27. PARLIAMENTARY PROCEDURE Majority rule must prevail Rights of members with minority opinion are protected Respect for all members assured Logical order of business provided 27

28. HOW TO MAKE A MOTION Motion made Motion seconded Chairman calls for discussion of the motion Chairman calls for vote on the motion 28

29. USES 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 MeetingYes Majority 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 29

30. ROLE OF THE CHAIRMAN Remain neutral Recognize attendees who wish to speak Maintain order 30

31. CLOSING A MEETING State conclusions reached Summarize assignments Review requirements for next meeting 31

32. AFTER THE MEETING Prepare Minutes - post through the My Tools portion Enter Negative Resolutions Make a list of subcommittee ballot items and main committee/concurrent ballot items and send to your staff manager Contact staff manager regarding any changes for the next meeting (time, room size, a/v, etc.) 32

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37. PREPARING ITEMS FOR BALLOT 37

38. REGISTERING WORK ITEMS Required upon initiation of work on new standards or revision to existing standards No need for reapprovals, withdrawals or reinstatement An easy eight-step process 38

39. MONITOR WORK ITEMS Establish procedures for who will register work items within the subcommittee Review content and authorize the posting of the work item to the web Keep active work items current and delete dropped projects 39

40. WHY WORK ITEMS? Promote activity Provide visibility Serve as tracking number Initiate the Standards Tracker function 40

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43. ISSUING A BALLOT Subcommittee Ballot: Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot Motion passed at a subcommittee meeting Rationale required for each ballot item Concurrent Main/Sub Ballot: Minor revisions to an existing standard or new standards/major revisions that have undergone at least one subcommittee ballot can be issued concurrently Concurrent ballot can be issued when approved by the main committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman Rationale required for each ballot item 43

44. PREPARING NEW DRAFTS FOR BALLOT Use the standard templates Use the Form and Style Guide for... Proper format of Test Methods, Specifications, Classification, Practices, Guides, and Terminology Up Front editing available via Headquarters 44

45. PREPARING REVISIONS FOR BALLOT Register work item A link to the Word document will be provided to the technical contact A link to instructions on how to prepare the work item for ballot will also be provided Tack Changes bars appear in the margin of the document Submitting entire standard is not necessary, only revised sections 45

46. PREPARING RATIONALE FOR BALLOT Short, concise explanation for balloting the item Previous ballot history Changes made due to negative votes or comments Rationale required for all ballot items Include all contact information 46

47. RESOLVING NEGATIVE VOTES EFFECTIVELY Communication Consideration Documentation 47

48. COMMUNICATION Contact the negative voter: before the ballot closes before the meeting after the meeting 48

49. CONSIDERATION Ensure proper motions are made when handling negative votes Motion should include the rationale Tally only official voting members Official vote is indicated on attendance sheets 49

50. DOCUMENTATION Document motions, vote count, and rationale in minutes Respond to negative voter Resolving the negative online 50

51. DISPOSITION OF NEGATIVE Persuasive Withdrawn Withdrawn with Editorial Change(s) Not Related Not Persuasive Previously Considered 51

52. UTILIZATION OF AVAILABLE RESOURCES 52

53. ASTM STAFF Staff Manager/ Administrative Assistant Corporate Communications Editor Symposia Interlaboratory Study Program (ILS) Member Services Technical and Professional Training Corporate Development Proficiency Testing Program 53

54. TOOLS AND RESOURCES Regulations Governing ASTM Technical Committees Form and Style Manual Committee Bylaws Virtual Classroom for Members Standard Templates 54

55. TOOLS AND RESOURCES 55

56. MORE TOOLS AND RESOURCES Standards Tracking Publicity (Standardization News/Press Releases) Regularly Scheduled Virtual Training Sessions 56

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58. MORE TOOLS AND RESOURCES Virtual Meetings Combination of web-based/teleconference meeting Allows task groups to work on standards in between face-to-face meetings Can create and revise standards online in real time Schedule your own or contact Staff Manager 58

59. REVIEW OF SPECIFIC OBJECTIVES Handling administrative responsibilities Conducting an effective meeting Preparing items for Sub and Main Committee ballot Resolving negatives effectively Utilizing available ASTM resources 59

60. GOOD LUCK IN YOUR IMPORTANT ROLE Joe Koury: jkoury@astm.orgjkoury@astm.org Ashley Wiand: awiand@astm.orgawiand@astm.org 60