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ASTM Virtual Officers’ Training Workshop

Learn how to effectively serve as a Subcommittee Chairman: handle administrative tasks, conduct meetings, prepare items for ballots, resolve negative votes, and utilize ASTM resources. Understand the role of Vice-Chairman, Secretary, and Task Groups in achieving committee objectives. Gain insight on task group responsibilities, meeting preparation, conducting meetings, making motions, and post-meeting duties. Enhance your leadership skills as a Subcommittee Chairman to ensure successful committee operations.

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ASTM Virtual Officers’ Training Workshop

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  1. ASTM Virtual Officers’Training Workshop Subcommittee Chairmen’s Duties And Responsibilities September 21-23, 2009 Kevin Shanahan Christi Sierk

  2. 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

  3. ROLE OF SUBCOMMITTEE CHAIRMAN You serve as a . . . • Leader • Communicator • Administrator • Organizer

  4. DELEGATION OF RESPONSIBILITIES

  5. THE VICE - CHAIRMAN • Chairs meetings in your absence • Assigns projects to task group chairmen and follows up on deadlines • Answers correspondence

  6. THE SECRETARY • Records minutes • Collects task group reports • Distributes attendance lists • Assumes responsibilities as delegated by the Sub Chairman

  7. TASK GROUPS

  8. TASK GROUPS • Non-members allowed to participate • Create new standards • Review and revise standards • Develop a precision and bias statement • Promote membership/publicize activities • Review standards editorially • Determine a need for a symposium

  9. RESPONSIBILITIES FOR TASK GROUP CHAIR • Establish missions and goals of task groups • Assign a small working group with experience and expertise • Encourage use of electronic tools for accelerating progress • Work Item Collaboration Area • WebEx Meetings • Coordinate task group reports at subcommittee meetings

  10. TASK GROUP REPORTS • These should include . . . • A recommendation on items for ballot • A recommendation for disposition of negative votes • A review of existing standards • The status on interlaboratory study program

  11. SUBCOMMITTEE CHAIR ADMINISTRATIVE DUTIES

  12. 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

  13. INQURIES 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

  14. MEMBERSHIP ROSTER MAINTENANCE • Approve new members with classification and vote • Check balance and classifications of existing members

  15. CONDUCTING A MEETING

  16. 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

  17. WHY IS AN AGENDA IMPORTANT? • Prepares chairman • Prepares attendees • Creates an interest • Defines clear objectives • Serves as a valuable organizational tool

  18. AN INFORMATION-FULL AGENDA INCLUDES: • Meeting date, time, location • Agenda/minutes approvals • Agenda items with background/goals • Old/New business • Summary/assignments

  19. 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

  20. OPENING A MEETING • Start on time • Delegate the task of taking minutes if you don’t have a subcommittee secretary • Review the agenda/obtain agreement on the meetings objectives and goals • Revise agenda if necessary

  21. DURING THE MEETING • Use ASTMRegulations • Use Robert’s Rules of Order • Use time efficiently • Use members effectively

  22. PARLIAMENTARY PROCEDURE • Majority rule must prevail • Rights of members w/minority opinion are protected • Respect for all members assured • Logical order of business provided

  23. HOW TO MAKE A MOTION • Motion made • Motion seconded • Chairman calls for discussion of the motion • Chairman calls for vote on the motion

  24. Uses of Motions

  25. ROLE OF THE CHAIRMAN • Remain neutral • Recognize attendees who wish to speak • Maintain order

  26. CLOSING A MEETING • State conclusions reached • Summarize assignments • Review requirements for next meeting

  27. 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 & send to the staff manager

  28. PREPARING ITEMS FOR BALLOT

  29. REGISTERING WORK ITEMS • Required upon initiation of work on new standards or revision to existing standards • No need for reapprovals, withdraws or reinstatement • An easy eight-step process

  30. WORK ITEM RESPONSIBILITES • 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

  31. BENEFITS OF WORK ITEMS • Promote activity • Provide visibility • Serve as tracking number • Initiate the Tracker function

  32. 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 • Concurrent Main/Sub Ballot: • Minor revision, or new standard and 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

  33. PREPARING NEW DRAFTS FOR BALLOT • Use the standard templates • Use the Form and Style Guide for... • Form of ASTM Test Methods • Form of ASTM Specifications • Form of other types of ASTM Standards: classifications, practices, guides, and terminology • “Up Front” editing available via Headquarters

  34. 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 • Revision “bars” appear in the margin of the document • Do not submit entire standard, only revised sections

  35. PREPARING COVER LETTERS 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

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