ASTM OFFICERS’ CONFERENCE

SUBCOMMITTEE CHAIRMEN’S DUTIES AND

RESPONSIBILITIES

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

ROLE OF SUBCOMMITTEE CHAIRMAN

You Serve As A... Leader Communicator Administrator Organizer

DELEGATION OF RESPONSIBILITIES

THE VICE - CHAIRMAN

Chairs Meetings in Your Absence Prepares Standards for Ballot Receives and Tabulates Sub Ballot Returns Contacts Negative Voters to Withdraw Assigns Projects to Task Group Chairmen

and Follows Up on Deadlines Answers Correspondence

THE SECRETARY

Records Minutes Collects Task Group Reports Distributes Attendance Lists Assumes Responsibilities of Sub Chairmen

in Their Absence

TASK GROUPS

Task Groups are used to...

Create New Standards Review and Revise Standards Develop a P&B Statement Examine a Need for a New Standard Promote Membership/Publicize Activities Review Standards Editorially Determine a Need for a Symposium

RESPONSIBILITIES FOR TASK GROUPS

Establish Missions and Goals of Task Groups Assign a Small Working Group With

Experience and Expertise Monitor Progress of Task Groups Encourage Frequent Meetings/Contact for

Accelerating Progress Coordinate Task Group Reports at

Subcommittee Meetings

TASK GROUP REPORTS

These Should Include...– A recommendation on items for ballot– A recommendation on disposition of negative

votes– A review of existing standards– The status on interlaboratory testing program

ADMINISTRATIVE RESPONSIBILITIES

HANDLING THE ‘RED TAPE’

Notify All Subcommittee Members of Upcoming Meeting

Distribute Agendas Publicize Subcommittee Activities Distribute Minutes

Report to Main Committee on Subcommittee Actions

Return Required Forms to ASTM Headquarters

Provide Meeting Room Requirements and Equipment Needs for Next Meeting

MEMBERSHIP ROSTER MAINTENANCE

Approve New Members With Classification and Vote

Check Balance and Classifications of Existing Members

CONDUCTING A MEETING

Preparation For A Meeting Includes:

Preparing a Detailed Agenda Reviewing Negative Votes and Comments Reviewing Jurisdiction List Updating Subcommittee Roster

During the Meeting

Use Roberts Rules of Order Use the Regulations (“Green Book”) Use Time Efficiently Use Members Effectively

PREPARING ITEMS FOR BALLOT

Issuing Ballot Subcommittee Ballot:

– Subcommittee Chairman or their designees are authorized to initiate and conduct a subcommittee ballot.

– Motion passed at a subcommittee meeting. 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.

– Concurrent ballot shall include a rationale.

PREPARING NEW DRAFTS FOR BALLOT

Use the Standard Templates Use the ‘Blue Book’ for...

– Form of ASTM Test Methods– Form of ASTM Specifications– Form of other types of ASTM Standards:

classifications, practices, guides, and terminology

– Preparation and use of terminology in ASTM Standards

– Include Key Words– Use of Metric (SI) Units in ASTM Standards– Use of Modified Decimal Numbering System

PREPARING REVISIONS FOR BALLOT

Request a MS WORD file of the latest version of the standard from your staff manager.

Instructions are provided with file. Preferred format: Underline text for additions,

Stricken text for deletions. Revision “bars” appear in the margin of the

document.

PREPARING COVER LETTERS FOR BALLOT

Short, Concise Explanation for Balloting the Item

Previous Ballot History Changes Made Due to Negative Votes or

Comments Requirement for Concurrent

Sub/Main/Society Review Items

CHECKLIST FOR REVIEWING STANDARDS

Submittal Form

RESOLVING NEGATIVE VOTES EFFECTIVELY

Valid Negative Vote

Written Explanation

Communication

Contact the negative voter before the meeting

Consideration

Disposition– Withdrawn– Withdrawn with editorial change– Not persuasive– Not related – Persuasive – Previously considered

Check to See if a Quorum is Present Ensure Proper Motions are Made When

Handling Negative Votes Tally Only Voting Members Determine if Representative Sample of

Subcommittee is Present or Letter Ballot Motions

Documentation

Complete Appropriate Forms Before the End of the Meeting

Document Actions and Rationale in Minutes

Respond to Negative Voter Through Correspondence

UTILIZATION OF AVAILABLE RESOURCES

ASTM Staff Staff Manager/

Administrative Assistant

Editor Information Center Corporate

Communications Contract and Grant

Management

Symposia Membership/

Membership Promotion

Technical and Professional Training

New Activities Proficiency Testing

Program

Tools and Resources

Technical Committee Officer Handbook Regulations Governing ASTM Technical

Committees Form and Style Manual Long Range Planning Manual Membership Information Packets Committee Bylaws

Jurisdiction List Guide to Preparing Revisions for Ballot Guidelines for Writing Research Reports Publicity Forms for Standardization News Submittal Forms Officers’ Conference Handbook Items in “Blue” are available from the ASTM

Website

REVIEW OF SPECIFIC OBJECTIVES

You will now be able to serve effectively as a Subcommittee

Chairman by...

Handling Administrative Responsibilities Conducting an Effective Meeting Preparing Items for Sub and Main

Committee Ballot Resolving Negatives Effectively Utilizing Available ASTM Resources

Good Luck In Your Important Role!