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2013-2014 Roster Update Training

2013-2014 Roster Update Training. Tara Thomas Administrative Assistant, Technical Services TCstaff@ashrae.net. Training Overview. Committee Leadership and Composition Quorums and Voting Roster Updates Information Sources Questions & Answers Roster Workshop. TC/TG/TRG Leadership.

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2013-2014 Roster Update Training

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  1. 2013-2014 Roster Update Training Tara Thomas Administrative Assistant, Technical Services TCstaff@ashrae.net

  2. Training Overview Committee Leadership and Composition Quorums and Voting Roster Updates Information Sources Questions & Answers Roster Workshop

  3. TC/TG/TRG Leadership Chair Oversees all committee operations Nominates leadership candidates & members Assigns members to subcommittees Vice Chair Chair in training & backup Reminders, activity reporting, objectives

  4. TC Membership Elements Voting Members (6 to 18) – 4 year terms Members, non-quorum (0 to 2) – 4 year terms Formerly “International Members”, justification must be approved by section head. Corresponding Members (unlimited, may work on subcommittees) Leadership Chair & Vice Chair (nominally 2 year terms; Chair is VM) Secretary, Subcommittee Chairs, Webmaster, PDC (aka ALI) Liaison Other Members Ex-Officio (TAC Chair, Section Head, MORTS, DOT) Society Liaisons (e.g., Program, Handbook) TC Membership - update

  5. Voting Member, Non-Quorum 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. 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.

  6. Quorums and Voting

  7. Quorums • Meeting: • 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). • 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). • Voting Members-non quorum are included as Voting Members.

  8. Motions and Majority • Motions requiring 2/3 of voting members: • 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. • Other motions require a simple majority, i.e. in excess of 50%. • 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.

  9. Recording Voting • The vote should be recorded in the minutes. • 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. • The format of the recording should be: • 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: • 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.

  10. Roster Update Process

  11. Roster Updates Roster updated annually Leadership changes VM to CM rollover (4 year term) Members leave/join committee 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!

  12. Roster Timeline

  13. Update Process Responsibilities Process involves: TC, with Chair being principal Section Head HQ staff Everyone must do their part and in a timely manner or else process fails If process fails TC may be unable to conduct business

  14. 4 Rollover Roster Workbooks 3 2 1

  15. 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.

  16. Membership Notes • Provisional Members act as Corresponding members, but only serve 2 year terms. • 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.

  17. 2. New Members- Biographical info - Must have ASHRAE number or contact info MENTORING OF NEW MEMBERS ENCOURAGED!!

  18. 3. Management Team - Get needed info from membership list

  19. Management Team Notes • Term limits: • 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.

  20. 4. Approval Section

  21. Roster Update Workbook Key Elements Membership List and Status ONLY add code (AV, AC, DV, D, NC) Add notes in adjacent column New Members Biographical info Must have ASHRAE number or contact info Management Team Get needed info from membership list Approval Section

  22. Information Sources for the TC Chair and Vice Chair

  23. ASHRAE Website http://www.ashrae.org/technology/technology_home

  24. ASHRAE Website http://www.ashrae.org/technology/page/104

  25. Master Calendar

  26. TC/TG/TRG Forms

  27. When all else fails:Ask your Section HeadSH?@ashrae.netAsk your Liaisons RL?@ashrae.net

  28. THANK YOU ! ASHRAE could not existwithout your leadershipof technical activitiesthroughout the year

  29. Questions?(with Roster Workshop to follow)

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