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MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES. To identify key duties and responsibilities of Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee. CHAIRMAN. KNOW ASTM RULES AND REGULATIONS.
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To identify key duties and responsibilities of Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee.
KNOW ASTM RULES AND REGULATIONS • ASTM Regulations • Officer Handbook • Committee Bylaws • Parliamentary Procedure • ‘Robert’s Rules of Order’
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).
Do not use Robert’s Rules when… • The purpose of the meeting is to develop creative solutions or to hold a brainstorming session • The issues being discussed are not contentious (e.g. future meeting locations)
FACILITATE COMMITTEE ADMINISTRATION • Appoint Subcommittee Chairman and Liaisons • Fill Vacancies • Appoint Special Purpose Ad Hoc Committee • Plan Meetings • Ensure Executive Subcommittee Duties are fulfilled
FACILITATE COMMITTEE ADMINISTRATION (cont) • Appropriate Committee Funds • Delegate Responsibility • Monitor Subcommittee Meetings • Respond to Circular Letter Ballots
Ensure Organized, Informative Reports Facilitate an Efficient Meeting Introduce and Welcome New Members CHAIR EXECUTIVE AND MAIN MEETINGS
CONDUCTING AN EFFICIENT MEETING • Meeting Preparation • Prepare Agenda • Review Correspondence • Review Minutes & action items from previous meeting • Contact Staff Manager • Understand the basics of parliamentary procedures • Manage meeting time effectively.
OVERSEE STANDARDS DEVELOPMENT PROCESS • Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairman • Ensure Proper Consideration and Documentation of Negatives • Ensure that Consensus is Reached • Ensure Standards are Up to Date
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 absence of Chairman
PERFORM SPECIAL DUTIES AND ASSIGNMENTS Based on Committee’s Bylaws, there can be several Vice Chairman positions LONG RANGE PLANNING • Explore and Assign New Activities • Review Requests for New Standards, Ensuring that Industry Needs are Addressed • Review Scopes of Subcommittees
PERFORM SPECIAL DUTIES AND ASSIGNMENTS (cont) BYLAWS COMMITTEE • Keep Bylaws Current With Society Regulations AWARDS COMMITTEE • Recommend Award of Merit Recipients from the Committee • Administer Committee Awards Program • Honorary Members
OTHER DUTIES • Liaison • Publicity • Symposia
COORDINATE ALL MEMBERSHIP ISSUES WITHIN THE COMMITTEE • Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws • Process Membership Applications by Email • Utilize Electronic Membership Rosters • Report on Committee Membership Status to the Executive Subcommittee
COORDINATE ALL MEMBERSHIP ISSUES WITHIN THE COMMITTEE • 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
PREPARE EXECUTIVESUB & MAIN COMMITTEE: • Assist Chairman in preparing: • Agenda • Minutes • Correspondence • Communicates with Subcommittee Chairmen
COVERAGE OF MEETING • If you cannot attend, find a replacement • Brief your Replacement on the Agenda • Inform replacement of any potential “hot topics”
PERFORM ADMINISTRATIVE TASKS FOR COMMITTEE MEETINGS MEETING • Record Attendance • Record Minutes • Identify Voting Members • Have pertinent documents available
PERFORM ADMINISTRATIVE TASKS FOR 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