Subcommittee Chairman`s Duties and Responsibilities

advertisement
Subcommittee Chairmen’s
Duties And Responsibilities
September 2012
Officers’ Training Workshop
Joe Koury and Ashley Wiand
1
OBJECTIVES
 At the end of this module, you will be able to serve
effectively as a Subcommittee Chairman by:
• Handling administrative responsibilities
• Conducting an effective meeting
• Preparing items for Sub and Main Committee ballots
• Resolving negative votes effectively
• Utilizing available resources at ASTM Headquarters
2
ROLE OF SUBCOMMITTEE CHAIRMAN
You serve as a . . .
 Leader
 Communicator
 Administrator
 Organizer
3
DELEGATION OF
RESPONSIBILITIES
4
THE VICE CHAIRMAN
 Chairs meetings in your absence
 Assigns projects to task group chairmen and follows
up on deadlines
 Answers correspondence
5
THE SECRETARY
 Records minutes
 Collects task group reports
 Distributes attendance lists
 Assumes responsibilities as delegated by the
Sub Chairman
6
SUBCOMMITTEE CHAIR
ADMINISTRATIVE DUTIES
7
DUTIES
 Report to main committee on subcommittee actions
 Process necessary information through the website
 Provide meeting room requirements and audio/visual needs for
next meeting
 Assist in inquiries on standards
8
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 Subchairs and technical
contacts
 Be clear that the response is a personal opinion
 Do not use ASTM stationery for the response
9
ROSTER MAINTENANCE
 Approve new members with classification and vote
 Check balance and classifications of existing
members
 ASTM sends email notifications regarding new
members and out-of-balance rosters
10
11
12
CONDUCTING A
MEETING
13
PREPARATION FOR A MEETING
 Review ballot results
 Review correspondence
 Review minutes and action items from previous meeting
 Review status of your subcommittee’s standards
 Update subcommittee roster/print attendance sheet
 Contact task group chairmen
 Contact staff manager
14
WHY IS AN AGENDA IMPORTANT?
 Prepares chairman
 Prepares attendees
 Creates an interest
 Defines clear objectives
 Serves as a valuable organizational tool
15
AN INFORMATION-FULL AGENDA
INCLUDES:
 Meeting date, time, location
 Agenda/minutes approvals
 Agenda items with background/goals
 Unfinished/New business
 Utilize the Create My Agenda tool.
16
INCLUDE BALLOT RESULTS IN AGENDAS
 Access My Tools >> Ballot Negatives and Comments link
 Copy and paste negative comments into the meeting
agenda
 Allows all subcommittee members to be aware of the
negatives that need to be resolved
17
Create My Agenda
18
Create My Agenda
19
Create My Agenda
20
Inserting Negatives and
Comments
21
Inserting Negatives and
Comments
22
Inserting Negatives
and Comments
23
Inserting Negatives
and Comments
24
OPENING A MEETING
 Start on time
 Delegate the task of taking minutes if you don’t have a subcommittee
secretary
 Review ASTM’s Antitrust Statement (included in agenda)
 Announce that recording of any kind (audio or video) is not allowed in
ASTM meetings
 Review the agenda/obtain agreement on the meetings objectives and goals
 Revise agenda if necessary
25
DURING THE MEETING
 Use ASTM Regulations
 Use Robert’s Rules of Order
 Use time efficiently
 Use members effectively
26
PARLIAMENTARY PROCEDURE
 Majority rule must prevail
 Rights of members with minority opinion are
protected
 Respect for all members assured
 Logical order of business provided
27
HOW TO MAKE A MOTION
 Motion made
 Motion seconded
 Chairman calls for discussion of the motion
 Chairman calls for vote on the motion
28
USES 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
Yes
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
29
ROLE OF THE CHAIRMAN
 Remain neutral
 Recognize attendees who wish to speak
 Maintain order
30
CLOSING A MEETING
 State conclusions reached
 Summarize assignments
 Review requirements for next meeting
31
AFTER THE MEETING
 Prepare Minutes
- post through the My Tools portion
 Enter Negative Resolutions
 Make a list of subcommittee ballot items and main
committee/concurrent ballot items and send to your staff
manager
 Contact staff manager regarding any changes for the next
meeting (time, room size, a/v, etc.)
32
33
34
35
36
PREPARING ITEMS FOR
BALLOT
37
REGISTERING WORK ITEMS
 Required upon initiation of work on new standards
or revision to existing standards
 No need for reapprovals, withdrawals or
reinstatement
 An easy eight-step process
38
MONITOR WORK ITEMS
 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
39
WHY WORK ITEMS?
 Promote activity
 Provide visibility
 Serve as tracking number
 Initiate the “Standards Tracker” function
40
41
42
ISSUING A BALLOT
 Subcommittee Ballot:
• Subcommittee Chairman or their designees are authorized to initiate a
subcommittee ballot
• Motion passed at a subcommittee meeting
• Rationale required for each ballot item
 Concurrent Main/Sub Ballot:
• Minor revisions to an existing standard or new standards/major revisions that
have undergone at least one subcommittee ballot can be issued concurrently
• Concurrent ballot can be issued when approved by the main committee
chairman and either approved at a subcommittee meeting or requested by
subcommittee chairman
• Rationale required for each ballot item
43
PREPARING NEW DRAFTS FOR BALLOT
 Use the standard templates
 Use the Form and Style Guide for...
• Proper format of Test Methods, Specifications, Classification,
Practices, Guides, and Terminology
 “Up Front” editing available via Headquarters
44
PREPARING REVISIONS FOR BALLOT
 Register work item
 A link to the Word document will be provided to the technical
contact
 A link to instructions on how to prepare the work item for
ballot will also be provided
 Tack Changes “bars” appear in the margin of the document
 Submitting entire standard is not necessary, only revised
sections
45
PREPARING RATIONALE FOR BALLOT
 Short, concise explanation for balloting the item
 Previous ballot history
 Changes made due to negative votes or comments
 Rationale required for all ballot items
 Include all contact information
46
RESOLVING NEGATIVE VOTES
EFFECTIVELY
 Communication
 Consideration
 Documentation
47
COMMUNICATION
 Contact the negative voter:
• before the ballot closes
• before the meeting
• after the meeting
48
CONSIDERATION
 Ensure proper motions are made when handling
negative votes
• Motion should include the rationale
 Tally only official voting members
• Official vote is indicated on attendance sheets
49
DOCUMENTATION
 Document motions, vote count, and rationale in
minutes
 Respond to negative voter
 Resolving the negative online
50
DISPOSITION OF NEGATIVE
 Persuasive
 Withdrawn
 Withdrawn with Editorial Change(s)
 Not Related
 Not Persuasive
 Previously Considered
51
UTILIZATION OF AVAILABLE
RESOURCES
52
ASTM STAFF
 Staff Manager/
Administrative Assistant
 Member Services
 Corporate Communications
 Technical and Professional
Training
 Editor
 Corporate Development
 Symposia
 Proficiency Testing
Program
 Interlaboratory Study
Program (ILS)
53
TOOLS AND RESOURCES
 Regulations Governing ASTM Technical
Committees
 Form and Style Manual
 Committee Bylaws
 Virtual Classroom for Members
 Standard Templates
54
TOOLS AND RESOURCES
55
MORE TOOLS AND RESOURCES
 Standards Tracking
 Publicity (Standardization News/Press Releases)
 Regularly Scheduled Virtual Training Sessions
56
57
MORE TOOLS AND RESOURCES
 Virtual Meetings
• Combination of web-based/teleconference meeting
• Allows task groups to work on standards in between face-to-face
meetings
• Can create and revise standards online in real time
• Schedule your own or contact Staff Manager
58
REVIEW OF SPECIFIC OBJECTIVES
 Handling administrative responsibilities
 Conducting an effective meeting
 Preparing items for Sub and Main Committee ballot
 Resolving negatives effectively
 Utilizing available ASTM resources
59
GOOD LUCK IN
YOUR IMPORTANT ROLE
Joe Koury: jkoury@astm.org
Ashley Wiand: awiand@astm.org
60
Download