2013-2014
Roster Update Training
Tara Thomas
Administrative Assistant, Technical Services
TCstaff@ashrae.net
Training Overview
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Committee Leadership and Composition
Quorums and Voting
Roster Updates
Information Sources
Questions & Answers
Roster Workshop
TC/TG/TRG Leadership

Chair
Oversees all committee operations
 Nominates leadership candidates & members
 Assigns members to subcommittees
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Vice Chair
Chair in training & backup
 Reminders, activity reporting, objectives
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TC Membership - update
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TC Membership Elements
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Voting Members (6 to 18) – 4 year terms
Members, non-quorum (0 to 2) – 4 year terms
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Corresponding Members (unlimited, may work on subcommittees)
Leadership
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Formerly “International Members”, justification must be approved by
section head.
Chair & Vice Chair (nominally 2 year terms; Chair is VM)
Secretary, Subcommittee Chairs, Webmaster, PDC (aka ALI) Liaison
Other Members
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Ex-Officio (TAC Chair, Section Head, MORTS, DOT)
Society Liaisons (e.g., Program, Handbook)
Voting Member, Non-Quorum
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A Voting Member non-quorum is a special category for
TC/TG/TRG members who are not able to attend every
meeting due to travel costs and constraints. This category
is an extension of the old “International Member”
category.
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No more than 2 individuals may be nominated as VM-nqs on
any TC/TG/TRG
Justification for designating a specific member as VM-nq must
be approved by your section head.
Have identical responsibilities, privileges, and constraints
as VM-quorum.
A Voting Member-non quorum is not counted against the
maximum number of Voting Members
The absence of a Voting Member-non quorum does not
affect the determination of quorum.
Quorums and Voting
Quorums
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Meeting:
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Quorum to conduct business at meetings is established when
the number of voting members exceeds 1/2 of the number
of Voting Members (both present and absent).
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When a Voting Member-non-quorum is absent, his/her position is
not included in the number of voting members.
Email or Letter:
 Quorum for letter or electronic ballots is established when
the number of voting members exceeds 1/2 of the number
of Voting Members (responding and not responding).
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Voting Members-non quorum are included as Voting Members.
Motions and Majority
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Motions requiring 2/3 of voting members:
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Other motions require a simple majority, i.e. in excess of 50%.
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Approval of Work Statements, Research Proposals, and Final Reports,
Approval of Handbook Chapters, and Special Publications,
Matters related to Standards and Guidelines
The motion and results of the vote shall be recorded in the minutes.
The reasons for negative votes and abstentions on these types of motions shall be
recorded and transmitted along with the motion to the next approving body
(RAC, STDs) as additional information.
The motion and results of the vote shall be recorded in the minutes.
Proxy votes are not permitted.
Abstentions are “non-votes” and are not counted in determining passage of a
motion.
If conflicts of interest preclude the TC from reaching a majority the matter
should be referred to TAC via your Section Head.
Recording Voting
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The vote should be recorded in the minutes.
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The format of the recording should be:
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The motion and results of votes of Email/Letter ballots shall be reported at the
next meeting of the TC/TG/TRG and recorded in the minutes.
in favor – against – abstaining - CNV/CV as appropriate.
An example vote count might be 15-2-0-CNV. This indicates that 15 people voted
in favor, 2 people voted against, no one abstained, and the Chair did not vote. The
report of the vote should include a statement indicating the reasons for the
negative votes.
The Chair should only vote:
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to break a tie,
to meet quorum,
or to send a strong message to a higher body that the committee feels that the
motion is extraordinarily important.
Roster Update Process
Roster Updates

Roster updated annually
Leadership changes
 VM to CM rollover (4 year term)
 Members leave/join committee
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Responsibility of TC Chair
Consult with TC Vice Chair, Section Head
 TC Membership Subcommittee Chair assists
 Balance desired, but not required
 Strive for uniform rollover rates
 Start early!
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Roster Timeline
Winter Meeting
Due Tuesday 9 pm
Completed Rollover Roster Workbooks submitted to Section Heads
February
Section Head reviews workbook
TC
Chair completes workbook
Signs/submits to Section Head (e.g., sh5@ashrae.net).
Electronic version preferred.
Changes
resolved with TC Chair during February
Submits approved workbook to HQ staff
HQ staff generates draft roster from workbook (PDF format)
Section
Head reviews draft roster
Iterative process
Roster changes after this time only made if emergency
Emergency = no quorum, employer duplication, error
May
HQ staff makes final roster available to members
Distribution
through Section Heads
NOT for public dissemination
July 1
New Rosters effective
November
Rollover Roster Workbooks distributed to TC Chairs
Workbook
provided by HQ staff
Excel spreadsheet with instructions
Update Process Responsibilities

Process involves:
TC, with Chair being principal
 Section Head
 HQ staff
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Everyone must do their part and in a timely
manner or else process fails
If process fails TC may be unable to conduct
business
Approvals (Type in your name if submitting electronically)
Use this area for
submissions and revisions*
Section Head Approval
Date
Revision 1
Date
Revision 2
Date
Revision 3
Date
Add Voting
AV
Add Corresponding
AC
Delete Voting (Will be moved to corresponding)
DV
4
Delete (Will be deleted from the roster)
No Change
D
NC
Technical Committee Management Team
2010/2011 Committee Appointments T-TAC-TC01.02
Position
ASHRAE Number
Continuing from
Current Year? (Y/N)
Name
Chair (must be ASHRAE member, May
serve 2 or 3 years. Please note if applying
for 3rd year)
Vice Chair (must be ASHRAE
member)
Secretary
MANDATORY
Rollover
Roster
Workbooks
Original
Submission
Legend for Status Code
Chair Approval
Research Subcommittee Chair
3
Standards Subcommittee Chair
Program Subcommittee Chair
Handbook Subcommittee Chair
International Member
International Member
Webmaster
Additional Placement
Subcommittee or Position
ASHRAE Number
Continuing from
Current Year? (Y/N)
Name
ALI Coordinator
Additional
Position or Sub
Committee Chair
Additional
Position or Sub
Committee Chair
Additional Notes or Requests directed to ASHRAE Staff or Section Head:
The following individuals have applied for membership to your committee. Fill in "Status Code" (below) to add to committee.
Member#
Name
Bio on file
Y/N?
Employer
Status Code
Statistics for the Upcoming Society Year
2
Number of Voting Members (min. 6)
Number of International Members (max. 2)
Total Voting (max 18 regular + 2 International)
0
Number of Corresponding Members (no minimum)
Total Number on Committee
0
Membership List and Status Add additional member names, ASHRAE Numbers, and Status at the bottom of the list.
Do not change member information or positions in this section.
T-TAC-TC01.02
Appointed
Year
Name
Employer
5120498
Mr James L Douglas
Tecumseh Compressor Company
07/01/2008
06/30/2012 Standards Subcommittee Chair
5098369
Mr B Ronald Moncrief
Savannah River Nuclear Solutions
07/01/2007
06/30/2011 Secretary
Energy Conservatory
07/01/2008
06/30/2012 Research Subcommittee Chair
Add Voting
AV
Trane Co
07/01/2009
06/30/2013 Member
Add Corresponding
AC
Natural Resources Canada
07/01/2008
06/30/2012 Member
Delete Voting (Will be moved to corresponding)
DV
07/01/2008
06/30/2011 International Member
07/01/2006
06/30/2010 Handbook Subcommittee Chair
07/01/2009
06/30/2011 Chair
5080753
5015523
2022737
8022129
5192837
2046237
Mr Frank J Spevak
Mr Michael A Wegenka
Mr John P Scott
Mr Jose A Perez-Galindo
Prof B. Terry Beck
Mr Patrick E Collins, PE
Instituto Tecnologico de Durango
Kansas State Univ
TFE
1
End Year
Position
Status
Code
(Required)
Member #
Use the Status Code column for position changes.
Legend for Status Code
Delete (Will be deleted from the roster)
No Change
D
NC
1.
Membership List and Status
- ONLY add code (AV, AC, DV, D, NC)
- Do not change member information or positions in this section.
- Add notes in adjacent column
- Add additional member names, ASHRAE Numbers, and Status at the bottom of
the list.
- New position added, Provisional Corresponding Members.
Membership List and Status Add additional member names, ASHRAE Numbers, and Status at the bottom of the list.
T-TAC-TC01.02
Appointed
Year
Member #
Name
Employer
5120498
Mr James L Douglas
Tecumseh Compressor Company
07/01/2008
06/30/2012 Standards Subcommittee Chair
5098369
Mr B Ronald Moncrief
Savannah River Nuclear Solutions
07/01/2007
06/30/2011 Secretary
Energy Conservatory
07/01/2008
06/30/2012 Research Subcommittee Chair
Trane Co
07/01/2009
06/30/2013 Member
Natural Resources Canada
07/01/2008
06/30/2012 Member
Add
Corresponding
Instituto
Tecnologico
de Durango
07/01/2008
AC
06/30/2011
International Member
Kansas State Univ
07/01/2006
06/30/2010 Handbook Subcommittee Chair
TFE
07/01/2009
06/30/2011 Chair
5080753
5015523
2022737
8022129
5192837
2046237
Mr Frank J Spevak
Legend for Status Code
Mr Michael A Wegenka
Add Voting
Mr John P Scott
Mr Jose A Perez-Galindo
Prof B.
Terry Beck
Delete
Voting
(Will be moved to corresponding)
Mr Patrick E Collins, PE
Delete (Will be deleted from the roster)
3032212
Mr Stephen A Idem
Tennessee Technological University
5018335
Mr Leonard A Damiano, Member
EBTRON, Inc.
No Change
End Year
Position
AV
DV
D
07/01/2009
07/01/2004
Vice Chair
NC
Corresponding Member
Status
Code
(Required)
T-TAC-TC04.05
Appointed
Year
Member #
Name
Employer
2043033
Mr Brian P Crooks
Cardinal Glass Industries
07/01/2008
06/30/2011 Webmaster
5211706
Mr Christian Kohler
Lawrence Berkeley National Lab
07/01/2008
06/30/2010 Vice Chair
Seattle Dept of Planning & Dlvp
07/01/2009
06/30/2013 Standards Subcommittee Chair
Sunergy Consulting
07/01/2008
06/30/2012 Program Subcommittee Chair
Natural Resources Canada
07/01/2009
06/30/2011 Member
National Research Council Of
Canada
05/06/2009
05/06/2013 Member
National Fenestration Rating Council 05/06/2009
05/06/2013 Member
329919
2050765
2040270
209817
3001369
Mr John F Hogan, AIA, PE
Mr William C Dupont
Mr Anil K Parekh
Dr Hakim H. Elmahdy
Mr Raymond Frank McGowan
End Year
Position
5191568
Dr Michael R Collins, PhD
07/01/2007
06/30/2010 Chair
7986499
Dr Athanassios G Tzempelikos, Associate
Purduemember
University
11/25/2008
11/25/2010 Provisional Corresponding Member
8130036
Dr Thanos Tzempelikos, PhD
Purdue University - Civil Engineering 02/04/2009
02/04/2011 Provisional Corresponding Member
5209324
Mr Gabriela Alvarez-Garcia, PhD, PhD
Cenidet Mechanical Engineering
07/01/2006
Corresponding Member
2008486
Mr Dariush K Arasteh
Lawrence Berkeley Lab
07/01/1986
Corresponding Member
5046364
Mr Jeffery A Baker
Westlab Canada
07/01/2002
Corresponding Member
41998
Mr Christopher J Barry
Pilkington
07/01/1991
Corresponding Member
3001180
Mr James C Benney
National Fenestration Rating Council 07/01/1997
Corresponding Member
7987765
Dr Mahabir S Bhandari
07/01/2005
Corresponding Member
5164858
Mr Paul W Bush
07/01/1999
Corresponding Member
Ppg Industries Inc
Status
Code
(Required)
Membership Notes
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Provisional Members act as Corresponding members, but only
serve 2 year terms.
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This position was added in order to allow ASHRAE staff to add members
to the committee throughout the society year. During the time, review
the list of Provisional members and decide to add them as corresponding
members or delete them from your current roster. If there are no
changes, after 2 years, they will drop from the roster.
No two people may serve as Voting Members if both individuals
have the same employer. One of the individuals should serve as
a Corresponding Member.
Voting members should have previously been corresponding
members.
Term limits: Voting = 4 years; Member Non Quorum = 4 years;
Corresponding = Unlimited.
2. New Members
- Biographical info
- Must have ASHRAE number or contact info
The following individuals have applied for membership to your committee. Fill in "Status Code" (below) to add to committee.
Member#
Name
Employer
Bio on file
Y/N?
Status Code
MENTORING OF NEW MEMBERS ENCOURAGED!!
3. Management Team
- Get needed info from membership list
Management Team Notes
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Term limits:
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Chair = 2 years with a 1 year extension through the approval
of the Section Head;
Vice Chair = 2 years;
The Chair's term is not limited by the policy limiting normal
Member and Member Non Quorum reappointments to four
(4) consecutive terms.
Chair and Vice Chair MUST BE ASHRAE members!
The Chair should have served at least one one-year
term as Vice Chair or Secretary.
Corresponding Members can serve in all TC
management positions except Chair.
4. Approval Section
Use this area for
submissions and revisions*
Approvals (Type in your name if submitting electronically)
Section Head Approval
Chair Approval
Original
Submission
Date
Revision 1
Date
Delete Votin
Revision 2
Date
Del
Revision 3
Date
Roster Update Workbook Key
Elements
1.
Membership List and Status
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2.
New Members
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3.
Biographical info
Must have ASHRAE number or contact info
Management Team

4.
ONLY add code (AV, AC, DV, D, NC)
Add notes in adjacent column
Get needed info from membership list
Approval Section
Information Sources
for the
TC Chair and Vice Chair
ASHRAE Website
http://www.ashrae.org/technology/technology_home
ASHRAE Website
http://www.ashrae.org/technology/page/104
Master Calendar
2011
Point of Contact or
Responsible Person
Activity
July
Aug.
Sept.
2012
Oct.
Nov.
Dec.
Jan.
Feb.
March
April
May
June
TC/TG (Tasks)
1/26 Chair submits
11/30 TC/TG/TRG Chair
workbook to Section 2/28 final approval of roster workbook
receives workbook from
Head
by Section Head
HQ staff
by 9 pm
Planning for 2010-2011 Society Year
TC/TG/TRG Membership
TC/TG/TRG Chair works with
Section Head (SH#@ashrae.net)
Distribute Pre-Meeting Reminders
TC/TG/TRG Vice Chair to entire
TC/TG/TRG
Request Subcommittee Meeting Space
Subcommittee Chairs to
TC/TG/TRG Chair
10/7
3/9
Request for meeting rooms, times, &
equipment for next meeting.
TC/TG/TRG Chair to
J. Marshall (HQ)
(jmarshall@ashrae.org)
10/21
3/23
Distribute Meeting Agenda
TC/TG/TRG Chair to entire
TC/TG/TRG
12/20
5/22
Submit PDC Liaison
Activities Report
TC/TG PDC Liaison to TC/TG
Chair and PDC Chair
12/20
5/22
Re-Affirm need for TAC Intersociety
Liaisons assigned to TC/TG and have
liaison submit status report on Intersociety
Liaison activities
TC/TG Chairs Notify Section
Heads as to need and each InterSociety Liaison submits report to
TAC Liaison Coordinator
Submit TC/TG/TRG
Objectives
TC/TG/TRG Vice Chair to Section
Head
Submit TC/TG/TRG
Activity Sheet
TC/TG/TRG Vice Chair to Section
Head
Annual request for
TC/TG/TRG Continuation
TG/TRG Chair to Section Head
Distribute List of Action Items
TC/TG/TRG Chair to TC/TG/TRG
Distribute Minutes
TC/TG/TRG Chair to entire
TC/TG/TRG
George B. Hightower
Award Nominations
TG/TRG Chair to Section Head
Requests for "Thank You" Letters to
Employers
Use following link:
www.ashrae.org/thankyouletter
12/20
Roster distributed to
TC/TG/TRG Chair
Las Vegas, NV
5/22
5/22
(TACliacoord@ashrae.net)
6/24
1/22
6/24
6/24
7/10
2/5
8/25
3/22
9/1
No later than July
3 to HQ
No later than July 15
to HQ
Handbook
2010 Refrigeration
M. Owen, Handbook
2011 HVAC Applications
M. Owen, Handbook Editor
TC/TGs should be submitting final revisions to liaisons or voting on approval in Albuquerque. All chapters must be in by July 31, 2010.
2012 HVAC Sys & Equip
M. Owen, Handbook Editor
TC/TG should be revising chapters for final approval in Jan. or June 2011.
2013 Fundamentals
M. Owen, Handbook Editor
TC/TGs should have completed review of 2009 chapters and selected revisers for 2013 edition. Specific areas for improvement should be identified and revisions begun.
Program
Montreal
(HandbookEditor@ashrae.net)
Print/CD published June 1, 2010. TCs/TGs should review 2010 chapters and plan for 2014 edition or earlier updates for Handbook ONLINE.
TC/TG/TRG Forms
When all else fails:
Ask your Section Head
SH?@ashrae.net
Ask your Liaisons
RL?@ashrae.net
THANK YOU !
ASHRAE could not exist
without your leadership
of technical activities
throughout the year
Questions?
(with Roster Workshop to follow)