Balloting/Handling Negative Votes

September 2012

ASTM Officers Training Workshop

Dan Smith & Kelly Paul

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General Overview of Different Levels of Balloting

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The Committee on Standards (COS)

Main Committee Ballot / Society Review

Subcommittee Ballot

Balance and

Voting vs. Non Voting Status

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Producer

User&

General InterestASTM

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

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Balance of Interest

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

• Motion at Meeting

Cover Letter

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

• Negatives and Comments are posted online with 24 hour

updates.

• Closing Report includes links to all the comments and

negatives

• Posted on the ASTM website

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My ASTM

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My Ballots

Closed Ballots/Closing Report

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Closing Report

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Negatives

Affirmative with Comment

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Six Resolutions of a Negative Vote Persuasive

Withdrawn

Withdrawn with Editorial Change(s)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

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Withdrawn

Withdrawn by the voter

May withdraw negative at any time

Ballot item moves forward

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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• Cover letter

• Results of subcommittee ballot

• Name and affiliation of negative voters

• Negative voters statements

• Subcommittee negative resolution including rationale

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

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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

Notifications posted on ASTM Website

Requirements

• Disposition of All Negatives

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Society Review

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Committee on Standards (COS)

9 Member Group Representing ASTM Committees

Due Process

Appeals Based on Procedural Matters (NOT Technical)

Final Approval

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The Three-Step Approach to Handling Negative Votes

1. Communication

2. Consideration

3. Documentation

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Communication/Consideration/Documentation

1. Communication – Meeting agendas, minutes, correspondence, direct contact between member & negative voter and other documentation

2. Consideration –Both subcommittee and main committee at a meeting or via ballot

3. Documentation – Online resolution, automated notification of negative voter, minutes

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My Tools: Negatives

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Negatives and Comments: Status

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Resolution Options

Resolution Options

Not Persuasive Ruling

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‘Not Persuasive’ Ruling

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

Comments are intended for editorial issues or technical items of new business

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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.

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