September

Transcription

1 September

2 Main Committee Officers Duties & Responsibilities ASTM Headquarters September 21, 2017 Kate Chalfin

3 Objectives To identify key duties and responsibilities of the Chairman, Vice Chairman, Membership Secretary and Secretary in order to strengthen the leadership skills necessary for a productive committee. // 3

4 The Chairman

5 Know ASTM Rules and Regulations ASTM Regulations Officer Handbook Committee Bylaws MyCommittees- Committee Documents Parliamentary Procedure Robert s Rules of Order // 5

6 Chairing Executive & Main Meetings Ensure organized, informative reports Facilitate an efficient meeting Introduce and welcome new members // 6

7 Conducting an Efficient Meeting Meeting Preparation Prepare an agenda Review correspondence Review minutes & action items from previous meeting Communicate with your Staff Manager Understand the basics of parliamentary procedures Manage meeting time effectively // 7

8 When to Use Robert s Rules 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) // 8

9 Use of Motions Motion Requires a Second Debatable Vote Needed Approve Agenda Yes Yes Majority Approve Minutes Yes Yes Majority Place an Item on Ballot Yes Yes Majority Establish a Task Group Yes Yes Majority Executive Administrative Decision Yes Yes Majority Adjourn a Meeting Yes No Majority Not Persuasive Action (must state rationale) Yes Yes 2/3 Affirmative Not related Action (must state rationale) (New agenda item for next meeting) Yes Yes 2/3 Affirmative Amend a motion Yes Yes Majority // 9

10 Facilitate Committee Administration Appoint Subcommittee Chairmen and Liaisons and fill vacancies Appoint Special Purpose Ad Hoc Committee Plan meetings Ensure Executive Subcommittee duties are being fulfilled // 10

11 Facilitate Committee Administration Appropriate Committee Funds Delegate Responsibility Monitor Subcommittee Meetings Respond to Circular Letter Ballots Assist in Inquiries on Standards // 11

12 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 subcommittee chairmen and technical contacts Be clear that the response is a personal opinion Do not use ASTM stationery for the response // 12

13 Oversee the Standards Development Process Establish a good line of communication with ASTM Headquarters (Staff Manager) and Subcommittee Chairmen Ensure proper consideration and documentation of negatives Ensure that consensus is reached Ensure standards are current // 13

14 The Vice-Chairman

15 Prepare to Substitute for the 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 the absence of Chairman // 15

16 Perform Special Duties and Assignments Based on Committee s Bylaws, there can be several options for Vice Chairmen positions: Head Nominating Committee Champion Bylaws Chair Long Range Planning, including symposia and workshop planning Serve as the Committee Awards Chairman Review requests for new standards, ensuring that industry needs are addressed Review Subcommittee Scopes Succession Planning New Member Orientation Liaison Reports Committee Publicity (e.g. new standards, committee outreach) // 16

17 Examples of Special Duties and Assignments Chair Bylaws Committee Keep Bylaws current with the Society policies/practices Chair Awards Subcommittee Recommend Award of Merit recipients from the Committee Administer Committee Awards Program Honorary Members // 17

18 The Membership Secretary

19 Coordinate Membership Matters within the Committee Update online Committee Rosters in accordance with Committee Bylaws using Roster Maintenance Functions Process New Membership Applications and Changes to Current Membership Report on committee membership status and recommend action to Executive Subcommittee to maintain balance Print attendance rosters for Main and Executive Subcommittee meetings // 19

20 Additional Membership Secretary Duties 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 // 20

21 Roster Maintenance // 21

22 The Recording Secretary

23 Secretary Responsibilities Assist Chairman in preparing: Agenda Minutes Correspondence // 23

24 Meeting Coverage If you cannot attend, find a replacement Brief your replacement on the agenda Inform replacement of any potential hot topics // 24

25 Responsibilities Before Committee Meetings Help the Chairman prepare the Executive Subcommittee and Main Committee agendas // 25

26 Responsibilities During Committee Meetings Collect Meeting Attendance List and Record Attendance Approve minutes of previous meeting Record minutes Identify voting members Includes collection of proxy forms Have pertinent documents available // 26

27 Responsibilities After Committee Meetings 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) // 27

28 Submitting & Preparing Documents // 28

29 Questions?

30 Thank you for your attention!