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MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES
September 2012
Officers’ Training Workshop
Len Morrissey Tom O’Toole
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Objective To identify key duties and responsibilities of
Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee.
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CHAIRMAN
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Know ASTM Rules and Regulations
ASTM Regulations
Officer Handbook
Committee Bylaws
Parliamentary Procedure
• ‘Robert’s Rules of Order’
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Robert’s Rules are used when…..
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).
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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
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How to Make a Motion
Member makes a motion
Another member seconds the motion
Chairman calls for discussion of the motion
Chairman calls for vote on the motion
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How to Amend a Motion
Original Motion is withdrawn
Takes precedence over the main motion
Motion must be seconded
Requires a majority vote
Can be reconsidered
Can be amended to second power
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How to Call the Question
Make motion
Must be seconded
Is not debatable
Is not amendable
2/3 vote needed,
• If successful, vote on motion on the floor
• If not, continue discussion
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Table vs. Postpone
Table – appropriate when something else of immediate urgency has arisen
Postpone – to a certain time or event
Postpone indefinitely – Intended to kill the motion
**All require a majority vote.**
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Facilitate Committee Administration
Appoint Subcommittee Chairmen and Liaisons
Fill Vacancies
Appoint Special Purpose Ad Hoc Committee
Plan Meetings
Ensure Executive Subcommittee Duties are fulfilled
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Facilitate Committee Administration (cont’d) Appropriate Committee Funds
Delegate Responsibility
Monitor Subcommittee Meetings
Respond to Circular Letter Ballots
Assist in inquiries on standards
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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 subchairmen and technical contacts
Be clear that the response is a personal opinion
Do not use ASTM stationery for the response
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Chair Executive and Main Meetings
Ensure Organized, Informative Reports
Facilitate an Efficient Meeting
Introduce and Welcome New Members
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Conducting an Efficient Meeting Meeting Preparation
• Prepare Agenda
• Review Correspondence
• Review Minutes & action items from previous meeting
• Contact Staff Manager
Understand the basics of parliamentary procedures
Manage meeting time effectively.
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Oversee the Standard Development Process
Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairmen
Ensure Proper Consideration and Documentation of Negatives
Ensure that Consensus is Reached
Ensure Standards are Up to Date
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VICE CHAIRMAN
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Prepare to Substitute for 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 absence of Chairman
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Perform Special Duties and Assignments Based on Committee’s Bylaws, there can be several Vice Chairman
positions
LONG RANGE PLANNING
Explore and Assign New Activities
Review Requests for New Standards, Ensuring that Industry Needs are Addressed
Review Scopes of Subcommittees
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Perform Special Duties and Assignments
BYLAWS COMMITTEE Keep Bylaws Current With Society Regulations
AWARDS COMMITTEE Recommend Award of Merit Recipients from the Committee
Administer Committee Awards Program
Honorary Members
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Other Duties
Liaison
Publicity
Symposia
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MEMBERSHIP SECRETARY
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Coordinate All Membership Issues Within the Committee
Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws
Process Membership Applications via web based Roster Maintenance
Utilize Electronic Membership Rosters
Report on Committee Membership Status to the Executive Subcommittee
Print out Main Committee sign in sheet
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Coordinate All Membership Issues Within the Committee
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
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SECRETARY
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Prepare Executive Sub & Main Committee:
Assist Chairman in preparing:
• Agenda
• Minutes
• Correspondence
• Communicates with Subcommittee
Chairmen
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Coverage of Meeting
If you cannot attend, find a replacement
Brief your Replacement on the Agenda
Inform replacement of any potential “hot topics”
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Perform Administrative Tasks For Committee MeetingsMEETING
Record Attendance
Record Minutes
Identify Voting Members
Have pertinent documents available
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Perform Administrative Tasks For Committee MeetingsPOST - MEETING
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)
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