September 2013 ASTM Officers Training Workshop September 2013 ASTM Officers Training Workshop MAIN...

September 2013ASTM Officers Training WorkshopSeptember 2013ASTM Officers Training Workshop

MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES

September 2013

ASTM Officers Training Workshop

Jeff Adkins


OBJECTIVES

• To identify key duties and responsibilities of the Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee.

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CHAIRMAN

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Know ASTM Rules and Regulations

• ASTM Regulations– http://www.astm.org/COMMIT/Regs.pdf

• Officer Handbook– http://www.astm.org/COMMIT/RedBook5.pdf

• Committee Bylaws– MyCommittees - Committee Documents

• Parliamentary Procedure– ‘Robert’s Rules of Order’

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Facilitate Committee Administration

• Appoint Subcommittee Chairmen and Liaisons and fill vacancies

• Appoint Special Purpose Ad Hoc Committee• Plan meetings• Ensure Executive Subcommittee duties are

fulfilled

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Facilitate Committee Administration (cont’d)

• Appropriate Committee Funds• Delegate Responsibility• Monitor Subcommittee Meetings• Respond to Circular Letter Ballots• Assist in inquiries on standards

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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 subcommittee chairmen and technical contacts

• Be clear that the response is a personal opinion• Do not use ASTM stationery for the response

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Chair Executive and Main Meetings

• Ensure organized, informative reports

• Facilitate an efficient meeting

• Introduce and welcome new members

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Conducting an Efficient Meeting

• Meeting Preparation– Prepare an agenda– Review correspondence– Review minutes & action items from previous meeting– Communicate with you Staff Manager

• Understand the basics of parliamentary procedures• Manage meeting time effectively

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Robert’s Rules are used when…..

• Seeking resolution to a controversial issue (e.g. handling a negative vote)

• Requires a formal vote count (e.g. voting on a not persuasive negative)

• Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings).

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Use of Motions

Motion Requires a Second

Debatable Vote Needed

Approve Agenda Yes Yes Majority

Approve Minutes Yes Yes Majority

Place an Item on Ballot

Yes Yes Majority

Establish a Task Group

Yes Yes Majority

Executive Administrative Decision

Yes Yes Majority

Adjourn a Meeting Yes No Majority

Not Persuasive Action (must state rationale)

Yes Yes 2/3 Affirmative

Not related Action(must state rationale)(New agenda item for next meeting)

Yes Yes 2/3 Affirmative

Amend a motion Yes Yes Majority

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Oversee the Standard Development Process

• Establish a good line of communication with ASTM Headquarters (Staff Manager) and Subcommittee Chairmen

• Ensure proper consideration and documentation of negatives

• Ensure that consensus is reached• Ensure standards are current

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VICE CHAIRMAN

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Prepare to Substitute for Chairman

• Know ASTM rules and procedures• Assist chairman with duties• Prepare to conduct an orderly and productive

meeting• Keep abreast of all Committee operations• Be prepared to serve as Chairman in the absence

of Chairman

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Perform Special Duties and Assignments

Based on Committee’s Bylaws, there can be several Vice Chairman positions:

– Head Nominating Committee

– Champion Bylaws

– Chair Long Range Planning

– Serve as the Committee Awards Chairman

– Review requests for new standards, ensuring that industry needs are addressed

– Review Subcommittee Scopes

– Succession Planning

– New Member Orientation

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Perform Special Duties and Assignments

Chair Bylaws Committee• Keep Bylaws current with the Society policies/practices

Chair Awards Subcommittee• Recommend Award of Merit recipients from the

Committee• Administer Committee Awards Program • Honorary Members

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Other Duties

• Liaison• Publicity• Symposia

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MEMBERSHIP SECRETARY

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Coordinate all membership matters within the Committee

• Update Committee Rosters in accordance with Committee Bylaws using Roster Maintenance

• Process Membership Applications

• Utilize Electronic Membership Rosters

• Report on Committee Membership Status to the Executive Subcommittee

• Print out Committee attendance rosters (Main and Executive Committees)

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More Membership…

• Monitor Classification and Voting Status of Committee Members– Is the committee in balance?

• Monitor Inactivity – Voting Members Not Returning Ballots

• Initiate and coordinate recruitment efforts– Membership Promotion

• Review status of affiliate members annually– Executive Subcommittee approval needed

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Roster Maintenance


SECRETARY

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Responsibilities include:

• Assist Chairman in preparing:– Agenda – Minutes– Correspondence– Communicates with

Subcommittee Chairmen

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Meeting Coverage

• If you cannot attend, find a replacement• Brief your replacement on the agenda • Inform replacement of any potential “hot topics”

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Responsibilities during Committee Meetings

• Record attendance• Record minutes• Identify voting members• Have pertinent documents

available

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Responsibilities after Committee Meetings

POST - MEETING • Prepare minutes of main and executive subcommittee meetings

– An accurate summary of the decisions and conclusions reached– Record all motions and vote counts– Assignments that were made– Note if follow-up action is required– Note time of adjournment, next meeting date, time, and location.

• Collect and consolidate any germane reports • Submit minutes to ASTM International Headquarters for posting

(in a single file)

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Questions ?

Jeff [email protected] 610-832-9738

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