MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES September 2012 Officers’ Training Workshop Len Morrissey Tom O’To

1. MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIESSeptember 2012Officers’ Training Workshop Len Morrissey Tom O’Toole

2. Objective • 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.

3. CHAIRMAN

4. Know ASTM Rules and Regulations • ASTM Regulations • Officer Handbook • Committee Bylaws • Parliamentary Procedure • ‘Robert’s Rules of Order’

5. 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).

6. Use of Motions

7. How to Make a Motion • Member makes a motion • Another member seconds the motion • Chairman calls for discussion of the motion • Chairman calls for vote on the motion

8. How to Amend a Motion • Original Motion is withdrawn • Takes precedence over the main motion • Motion must be seconded • Requires a majority vote • Can be reconsidered • Can be amended to second power

9. How to Call the Question • Make motion • Must be seconded • Is not debatable • Is not amendable • 2/3 vote needed, • If successful, vote on motion on the floor • If not, continue discussion

10. Table vs. Postpone • Table – appropriate when something else of immediate urgency has arisen • Postpone – to a certain time or event • Postpone indefinitely – Intended to kill the motion **All require a majority vote.**

11. Facilitate Committee Administration • Appoint Subcommittee Chairmen and Liaisons • Fill Vacancies • Appoint Special Purpose Ad Hoc Committee • Plan Meetings • Ensure Executive Subcommittee Duties are fulfilled

12. Facilitate Committee Administration (cont’d) • Appropriate Committee Funds • Delegate Responsibility • Monitor Subcommittee Meetings • Respond to Circular Letter Ballots • Assist in inquiries on standards

13. 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 subchairmen and technical contacts • Be clear that the response is a personal opinion • Do not use ASTM stationery for the response

14. Chair Executive and Main Meetings • Ensure Organized, Informative Reports • Facilitate an Efficient Meeting • Introduce and Welcome New Members

15. 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.

16. Oversee the Standard Development Process • Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairmen • Ensure Proper Consideration and Documentation of Negatives • Ensure that Consensus is Reached • Ensure Standards are Up to Date

17. VICE CHAIRMAN

18. 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

19. 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

20. Perform Special Duties and Assignments BYLAWS COMMITTEE • Keep Bylaws Current With Society Regulations AWARDS COMMITTEE • Recommend Award of Merit Recipients from the Committee • Administer Committee Awards Program • Honorary Members

21. Other Duties • Liaison • Publicity • Symposia

22. MEMBERSHIP SECRETARY

23. Coordinate All Membership Issues Within the Committee • Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws • Process Membership Applications via web based Roster Maintenance • Utilize Electronic Membership Rosters • Report on Committee Membership Status to the Executive Subcommittee • Print out Main Committee sign in sheet

24. 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

26. SECRETARY

27. Prepare Executive Sub & Main Committee: • Assist Chairman in preparing: • Agenda • Minutes • Correspondence • Communicates with Subcommittee Chairmen

28. Coverage of Meeting • If you cannot attend, find a replacement • Brief your Replacement on the Agenda • Inform replacement of any potential “hot topics”

29. Perform Administrative Tasks For Committee Meetings MEETING • Record Attendance • Record Minutes • Identify Voting Members • Have pertinent documents available

30. PerformAdministrative 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 (in a single file)

32. QUESTIONS Len Morrissey lmorrissey@astm.org 610-832-9719 Tom O’Toole totoole@astm.org 610-832-9739