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Balloting/Handling Negative Votes

September 11, 2006

ASTM Training Session

Bob Morgan Brynn Iwanowski

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General Overview of Different Levels of Balloting

The Committee on Standards (COS)

Main Committee Ballot / Society Review

Subcommittee Ballot

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Balance and

Voting vs. Non Voting Status

Producer

User&

General InterestASTM

Technical Committees are balanced. Technical Committees are balanced. No excess influence by any interest group.No excess influence by any interest group.

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Balance of Interest

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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

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Subcommittee Ballot

Subcommittee Ballot

• New Standards

• Major Revisions

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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

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Sub Ballot Notification Email

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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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Closed Ballots/Closing Report

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Closed Ballots/Closing Report

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Closing Report – Links to Negatives

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Closing Report – Negative

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Subcommittee Ballot Results

Considering Ballot Results

• Disposition of Negatives

• Comments

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Six Resolutions of a Negative Vote

Persuasive

Withdrawn Outright

Withdrawn with Editorial Change(s)

Not Related

Not Persuasive

Previously Considered

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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

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Withdrawn Outright

Withdrawn by the voter

Ballot item moves forward to Main ballot

May withdraw negative at any time

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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

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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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The Main Committee Ballot

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Initiation of Main Committee Ballots

Submittal Requirements

Open for 30 Days

Simultaneous with Society Review

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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

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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

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Society Review

In Tandem with Main Committee Ballot

ASTM Website

Requirements

• Disposition of All Negatives

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Committee on Standards (COS)

9 Member Group Representing ASTM Committees

Due Process

Appeals Based on Procedural Matters (NOT Technical)

COS Ballot Procedures

Final Approval

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The Three-Step Approach to Handling Negative Votes

Communication

Consideration

Documentation

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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

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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

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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

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More Hints

Address each portion of the negative vote in the subcommittee’s consideration

Submit editorially revised document with negative vote resolution forms to ASTM staff

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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.