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!