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Balloting/Handling Negative Votes

This document provides an overview of the different levels of balloting in ASTM, including main committee and subcommittee ballots. It also discusses the balance of interest, voting rights, and the resolution options for negative votes. The three-step approach to handling negative votes is explained, along with helpful hints for a successful balloting process.

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Balloting/Handling Negative Votes

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  1. Balloting/Handling Negative Votes September 2012 ASTM Officers Training Workshop Dan Smith & Kelly Paul

  2. General Overview of Different Levels of Balloting The Committee on Standards (COS) Main Committee Ballot / Society Review Subcommittee Ballot

  3. Balance and Voting vs. Non Voting Status

  4. Balance of Interest User & General Interest Producer ASTM Technical Committees are balanced. No excess influence by any interest group. 4

  5. Voting Rights - Voting vs. Non-Voting • 1 official vote per interest (company) • All are welcome to participate in technical discussions • All members receive a ballot and are eligible to vote on technical issues • All negatives are considered the same way

  6. Subcommittee Ballot • Subcommittee Ballot • New Standards • Major Revisions

  7. Subcommittee Balloting • Authorization of Subcommittee Ballots • Sub chairman • Motion at Meeting • Cover Letter • Ballot Open for Minimum of 30 Days • Qualifications for Valid Subcommittee Ballot – 60% return and 2/3 affirmative • Late Ballot Returns Forwarded for Information

  8. Sub Ballot Notification Email

  9. Subcommittee Ballot Results • Ballot Results Summary • Negatives and Comments are posted online with 24 hour updates. • Closing Report includes links to all the comments and negatives • Posted on the ASTM website

  10. My ASTM

  11. My Ballots

  12. Closed Ballots/Closing Report

  13. Closing Report

  14. Negatives

  15. Affirmative with Comment

  16. Six Resolutions of a Negative Vote • Persuasive • Withdrawn • Withdrawn with Editorial Change(s) • Not Related • Not Persuasive • Previously Considered

  17. Persuasive • General Agreement • Lack of a “not persuasive” motion • A “not persuasive” motion fails (does not achieve a 2/3 affirmative) • Item is removed from ballot

  18. Withdrawn • Withdrawn by the voter • May withdraw negative at any time • Ballot item moves forward

  19. Withdrawn with Editorial Change • Withdrawn by the voter/agreed as editorial • Editorial change introduces no change in technical content, but corrects typos or reduces ambiguity • If editorial changes are involved, please include for next level of balloting

  20. Not Persuasive/Not Related/Previously Considered • Motion/Second/Rationale • 2/3 affirmative vote at a meeting or via ballot • Negatives that are determined not related must be addressed as items of new business

  21. The Main Committee Ballot

  22. Initiation of Main Committee Ballots • Submittal Requirements • Cover letter • Results of subcommittee ballot • Name and affiliation of negative voters • Negative voters statements • Subcommittee negative resolution including rationale • Open for 30 Days • Simultaneous with Society Review

  23. Concurrent Ballots • Balloting Subcommittee and Main Committee at the same time • Used for Minor Revisions / New Standards or Major Revisions that have been balloted at least once before • Same requirements as Main Committee Ballot

  24. Qualifications for Valid Main Committee / Concurrent Ballots • 90% Affirmative of Combined Affirmative and Negative Votes • 60% Return • Late Ballot Returns • Closing Reports • Final Ballot Results • Disposition of Negatives • Affirmative Votes w/ Comments

  25. Society Review • In Tandem with Main Committee Ballot • Notifications posted on ASTM Website • Requirements • Disposition of All Negatives

  26. Society Review

  27. Committee on Standards (COS) • 9 Member Group Representing ASTM Committees • Due Process • Appeals Based on Procedural Matters (NOT Technical) • Final Approval

  28. The Three-Step Approach to Handling Negative Votes • Communication • Consideration • Documentation

  29. Communication/Consideration/Documentation • Communication – Meeting agendas, minutes, correspondence, direct contact between member & negative voter and other documentation • Consideration –Both subcommittee and main committee at a meeting or via ballot • Documentation – Online resolution, automated notification of negative voter, minutes

  30. My Tools: Negatives

  31. Negatives and Comments: Status

  32. Resolution Options

  33. Resolution Options

  34. Not Persuasive Ruling

  35. ‘Not Persuasive’ Ruling

  36. Helpful Hints • Ballot controversial sections individually • Use good judgment when balloting sections separately • Provide clear and informative cover letter for ballot item(s) • Try to contact the negative voter before the meeting

  37. More Hints • Address each portion of the negative vote in the subcommittee’s consideration • Submit editorially revised document with negative vote resolution forms to ASTM staff • Comments are intended for editorial issues or technical items of new business

  38. Thank you for your attention. If you have any questions or would like to discuss this topic in additional detail, please contact your Committee Staff Manager for assistance.

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