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Original Motion is withdrawn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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QUESTIONS

Len Morrissey lmorrissey@astm.org 610-832-9719

Tom O’Tooletotoole@astm.org610-832-9739

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