ASTM Virtual Officers’ASTM Virtual Officers’Training WorkshopTraining Workshop

Subcommittee Chairmen’s Duties And Responsibilities

September 21-23, 2009

Kevin Shanahan Christi Sierk

OBJECTIVESOBJECTIVES At the end of this module, you will be able to At the end of this module, you will be able to

serve effectively as a Subcommittee Chairman serve effectively as a Subcommittee Chairman by:by: Handling administrative responsibilitiesHandling administrative responsibilities Conducting an effective meetingConducting an effective meeting Preparing items for Sub and Main Committee Preparing items for Sub and Main Committee

ballotsballots Resolving negative votes effectivelyResolving negative votes effectively Utilizing available resources at ASTM Utilizing available resources at ASTM

HeadquartersHeadquarters

ROLE OF SUBCOMMITTEE ROLE OF SUBCOMMITTEE CHAIRMANCHAIRMAN

You serve as a . . .You serve as a . . . LeaderLeader CommunicatorCommunicator AdministratorAdministrator OrganizerOrganizer

DELEGATION OF DELEGATION OF RESPONSIBILITIESRESPONSIBILITIES

THE VICE - CHAIRMANTHE VICE - CHAIRMAN Chairs meetings in your absenceChairs meetings in your absence Assigns projects to task group chairmen Assigns projects to task group chairmen

and follows up on deadlinesand follows up on deadlines Answers correspondenceAnswers correspondence

THE SECRETARYTHE SECRETARY Records minutesRecords minutes Collects task group reportsCollects task group reports Distributes attendance listsDistributes attendance lists Assumes responsibilities as delegated by Assumes responsibilities as delegated by

the Sub Chairmanthe Sub Chairman

TASK GROUPSTASK GROUPS

TASK GROUPS TASK GROUPS Non-members allowed to participateNon-members allowed to participate Create new standardsCreate new standards Review and revise standardsReview and revise standards Develop a precision and bias statementDevelop a precision and bias statement Promote membership/publicize activitiesPromote membership/publicize activities Review standards editoriallyReview standards editorially Determine a need for a symposiumDetermine a need for a symposium

RESPONSIBILITIES FOR RESPONSIBILITIES FOR TASK GROUP CHAIRTASK GROUP CHAIR

Establish missions and goals of task groupsEstablish missions and goals of task groups Assign a small working group with experience Assign a small working group with experience

and expertiseand expertise Encourage use of electronic tools for Encourage use of electronic tools for

accelerating progressaccelerating progress Work Item Collaboration AreaWork Item Collaboration Area WebEx Meetings WebEx Meetings

Coordinate task group reports at Coordinate task group reports at subcommittee meetingssubcommittee meetings

TASK GROUP REPORTSTASK GROUP REPORTS These should include . . .These should include . . .

A recommendation on items for ballotA recommendation on items for ballot A recommendation for disposition of negative A recommendation for disposition of negative

votesvotes A review of existing standardsA review of existing standards The status on interlaboratory study programThe status on interlaboratory study program

SUBCOMMITTEE CHAIR SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIESADMINISTRATIVE DUTIES

DUTIESDUTIES Report to main committee on Report to main committee on

subcommittee actionssubcommittee actions Process necessary information through Process necessary information through

the websitethe website Provide meeting room requirements and Provide meeting room requirements and

audio/visual needs for next meetingaudio/visual needs for next meeting Assist in inquiries on standardsAssist in inquiries on standards

INQURIES ON STANDARDSINQURIES ON STANDARDS

ASTM membership and staff are prohibited ASTM membership and staff are prohibited from offering official interpretation of standardsfrom offering official interpretation of standards

Official responses must follow Section 16 of Official responses must follow Section 16 of the ASTM Regulationsthe ASTM Regulations

Inquiries can be handled informally by Inquiries can be handled informally by Subchairs and technical contactsSubchairs and technical contacts

Be clear that the response is a personal Be clear that the response is a personal opinionopinion

Do not use ASTM stationery for the responseDo not use ASTM stationery for the response

MEMBERSHIP ROSTER MEMBERSHIP ROSTER MAINTENANCEMAINTENANCE

Approve new members with classification Approve new members with classification and voteand vote

Check balance and classifications of Check balance and classifications of existing membersexisting members

CONDUCTING A MEETINGCONDUCTING A MEETING

PREPARATION FOR A PREPARATION FOR A MEETINGMEETING

Review ballot resultsReview ballot results Review correspondenceReview correspondence Review minutes and action items from Review minutes and action items from

previous meetingprevious meeting Review status of your subcommittee’s Review status of your subcommittee’s

standardsstandards Update subcommittee roster/print Update subcommittee roster/print

attendance sheetattendance sheet Contact task group chairmenContact task group chairmen Contact staff managerContact staff manager

WHY IS AN AGENDA WHY IS AN AGENDA IMPORTANT?IMPORTANT?

Prepares chairmanPrepares chairman Prepares attendeesPrepares attendees Creates an interestCreates an interest Defines clear objectivesDefines clear objectives Serves as a valuable organizational toolServes as a valuable organizational tool

AN INFORMATION-FULL AN INFORMATION-FULL AGENDA INCLUDES:AGENDA INCLUDES:

Meeting date, time, locationMeeting date, time, location Agenda/minutes approvalsAgenda/minutes approvals Agenda items with background/goalsAgenda items with background/goals Old/New businessOld/New business Summary/assignmentsSummary/assignments

INCLUDE BALLOT RESULTS INCLUDE BALLOT RESULTS IN AGENDASIN AGENDAS

Access My Tools >> Ballot Negatives Access My Tools >> Ballot Negatives and Comments linkand Comments link

Copy and paste negative comments Copy and paste negative comments into the meeting agendainto the meeting agenda

Allows all subcommittee members to Allows all subcommittee members to be aware of the negatives that need to be aware of the negatives that need to be resolvedbe resolved

OPENING A MEETINGOPENING A MEETING Start on timeStart on time Delegate the task of taking minutes if Delegate the task of taking minutes if

you don’t have a subcommittee you don’t have a subcommittee secretarysecretary

Review the agenda/obtain agreement on Review the agenda/obtain agreement on the meetings objectives and goalsthe meetings objectives and goals

Revise agenda if necessaryRevise agenda if necessary

DURING THE MEETINGDURING THE MEETING

Use Use ASTMASTM RegulationsRegulations Use Use Robert’s Rules of OrderRobert’s Rules of Order Use time efficientlyUse time efficiently Use members effectivelyUse members effectively

PARLIAMENTARY PARLIAMENTARY PROCEDUREPROCEDURE

Majority rule must prevailMajority rule must prevail Rights of members w/minority opinion Rights of members w/minority opinion

are protectedare protected Respect for all members assuredRespect for all members assured Logical order of business providedLogical order of business provided

HOW TO MAKE A MOTIONHOW TO MAKE A MOTION

Motion madeMotion made Motion secondedMotion seconded Chairman calls for discussion of the Chairman calls for discussion of the

motionmotion Chairman calls for vote on the motionChairman calls for vote on the motion

Uses of MotionsUses of MotionsMotion Motion Requires a SecondRequires a Second DebatableDebatable Vote NeededVote Needed

Approve AgendaApprove Agenda YesYes YesYes MajorityMajority

Approve MinutesApprove Minutes YesYes YesYes MajorityMajority

Place an Item on BallotPlace an Item on Ballot YesYes YesYes MajorityMajority

Establish a Task GroupEstablish a Task Group YesYes YesYes MajorityMajority

Executive Executive Administrative DecisionAdministrative Decision

YesYes YesYes MajorityMajority

Adjourn a MeetingAdjourn a Meeting YesYes YesYes MajorityMajority

Not Persuasive Action Not Persuasive Action (must state rationale)(must state rationale)

YesYes YesYes 2/3 Affirmative2/3 Affirmative

Not related ActionNot related Action

(must state rationale)(must state rationale)

(New agenda item for (New agenda item for next meeting)next meeting)

YesYes YesYes 2/3 Affirmative2/3 Affirmative

Amend a motionAmend a motion YesYes YesYes MajorityMajority

ROLE OF THE CHAIRMANROLE OF THE CHAIRMAN Remain neutralRemain neutral Recognize attendees who wish to Recognize attendees who wish to

speakspeak Maintain orderMaintain order

CLOSING A MEETINGCLOSING A MEETING

State conclusions reachedState conclusions reached Summarize assignments Summarize assignments Review requirements for next Review requirements for next

meetingmeeting

AFTER THE MEETINGAFTER THE MEETING

Prepare MinutesPrepare Minutes- post through the My Tools - post through the My Tools

PortionPortion Enter Negative ResolutionsEnter Negative Resolutions Make a list of subcommittee ballot items Make a list of subcommittee ballot items

and main committee/concurrent ballot and main committee/concurrent ballot items & send to the staff manageritems & send to the staff manager

PREPARING ITEMS FOR PREPARING ITEMS FOR BALLOTBALLOT

REGISTERING REGISTERING WORK ITEMSWORK ITEMS

Required upon initiation of work on new Required upon initiation of work on new standards or revision to existing standards or revision to existing standardsstandards

No need for reapprovals, withdraws or No need for reapprovals, withdraws or reinstatement reinstatement

An easy eight-step processAn easy eight-step process

WORK ITEM WORK ITEM RESPONSIBILITESRESPONSIBILITES

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

BENEFITS OF BENEFITS OF WORK ITEMSWORK ITEMS

Promote activity Provide visibility Serve as tracking number Initiate the Tracker function

ISSUING A BALLOTISSUING A BALLOT

Subcommittee Ballot:Subcommittee Ballot: Subcommittee Chairman or their designees are authorized to Subcommittee Chairman or their designees are authorized to

initiate a subcommittee ballotinitiate a subcommittee ballot Motion passed at a subcommittee meetingMotion passed at a subcommittee meeting Rationale requiredRationale required

Concurrent Main/Sub Ballot:Concurrent Main/Sub Ballot: Minor revision, or new standard and major revisions that have Minor revision, or new standard and major revisions that have

undergone at least one subcommittee ballot can be issued undergone at least one subcommittee ballot can be issued concurrently concurrently

Concurrent ballot can be issued when approved by the main Concurrent ballot can be issued when approved by the main committee chairman and either approved at a subcommittee committee chairman and either approved at a subcommittee meeting or requested by subcommittee chairman meeting or requested by subcommittee chairman

Rationale requiredRationale required

PREPARING NEW DRAFTS PREPARING NEW DRAFTS FOR BALLOTFOR BALLOT

Use the standard templatesUse the standard templates Use the Form and Style Guide for...Use the Form and Style Guide for...

Form of ASTM Test MethodsForm of ASTM Test Methods Form of ASTM SpecificationsForm of ASTM Specifications Form of other types of ASTM Standards: Form of other types of ASTM Standards:

classifications, practices, guides, and classifications, practices, guides, and terminologyterminology

““Up Front” editing available via Up Front” editing available via HeadquartersHeadquarters

PREPARING REVISIONS FOR PREPARING REVISIONS FOR BALLOTBALLOT

Register work itemRegister work item A link to the Word document will be A link to the Word document will be

provided to the technical contactprovided to the technical contact A link to instructions on how to prepare the A link to instructions on how to prepare the

work item for ballot will also be providedwork item for ballot will also be provided Revision “bars” appear in the margin of the Revision “bars” appear in the margin of the

documentdocument Do not submit entire standard, only revised Do not submit entire standard, only revised

sections sections

PREPARING COVER PREPARING COVER LETTERS FOR BALLOTLETTERS FOR BALLOT

Short, concise explanation for balloting the Short, concise explanation for balloting the itemitem

Previous ballot historyPrevious ballot history Changes made due to negative votes or Changes made due to negative votes or

commentscomments Rationale required for all ballot itemsRationale required for all ballot items Include all contact informationInclude all contact information

RESOLVING NEGATIVE RESOLVING NEGATIVE VOTES EFFECTIVELYVOTES EFFECTIVELY

Communication Communication

ConsiderationConsideration

Documentation Documentation

COMMUNICATION COMMUNICATION Contact the negative voter before the Contact the negative voter before the

meetingmeeting

CONSIDERATIONCONSIDERATION

Ensure proper motions are made when Ensure proper motions are made when handling negative votes handling negative votes

Tally only official voting membersTally only official voting members Official vote is indicated on attendance sheetsOfficial vote is indicated on attendance sheets

DOCUMENTATION DOCUMENTATION Document motions, vote count and Document motions, vote count and

rationale in minutesrationale in minutes Respond to negative voter through Respond to negative voter through

correspondencecorrespondence

DISPOSITION OF NEGATIVEDISPOSITION OF NEGATIVE PersuasivePersuasive WithdrawnWithdrawn Withdrawn with Editorial Change(s)Withdrawn with Editorial Change(s) Not RelatedNot Related Not PersuasiveNot Persuasive Previously ConsideredPreviously Considered

UTILIZATION OF UTILIZATION OF AVAILABLE RESOURCESAVAILABLE RESOURCES

ASTM STAFFASTM STAFF Staff Manager/ Staff Manager/

Administrative Administrative AssistantAssistant

Corporate Corporate CommunicationsCommunications

EditorEditor SymposiaSymposia Interlaboratory Study Interlaboratory Study

Program (ILS)Program (ILS)

Member ServicesMember Services Technical and Technical and

Professional TrainingProfessional Training Corporate Corporate

Development Development Proficiency Testing Proficiency Testing

ProgramProgram

TOOLS AND RESOURCESTOOLS AND RESOURCES Technical Committee Officer HandbookTechnical Committee Officer Handbook Regulations Governing ASTM Technical Regulations Governing ASTM Technical

Committees Committees Form and Style ManualForm and Style Manual Committee BylawsCommittee Bylaws Virtual Classroom for MembersVirtual Classroom for Members

TOOLS AND RESOURCESTOOLS AND RESOURCES

MORE TOOLS AND MORE TOOLS AND RESOURCESRESOURCES

Standards Tracking Standards Tracking Publicity (Publicity (Standardization NewsStandardization News / Press / Press

Releases)Releases) Regularly Scheduled Virtual Training Regularly Scheduled Virtual Training

SessionsSessions

MORE TOOLS AND MORE TOOLS AND RESOURCESRESOURCES

Virtual Meetings Virtual Meetings Combination of web-based/teleconference Combination of web-based/teleconference

meetingmeeting Allows task groups to work on standards in Allows task groups to work on standards in

between face-to-face meetingsbetween face-to-face meetings Can create and revise standards online in real Can create and revise standards online in real

timetime Schedule your own or contact Staff ManagerSchedule your own or contact Staff Manager

REVIEW OF SPECIFIC REVIEW OF SPECIFIC OBJECTIVESOBJECTIVES

Handling administrative Handling administrative responsibilities responsibilities

Conducting an effective meetingConducting an effective meeting Preparing items for Sub and Preparing items for Sub and

Main Committee ballotMain Committee ballot Resolving negatives effectivelyResolving negatives effectively Utilizing available ASTM Utilizing available ASTM

resourcesresources

GOOD LUCK IN GOOD LUCK IN YOUR IMPORTANT ROLEYOUR IMPORTANT ROLE

Any Questions?

Contact your Staff Manager

Kevin Shanahan: kshanaha@astm.orgChristi Sierk: csierk@astm.org