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Subcommittee Chairman’s
Duties and ResponsibilitiesOctober 2018
James Farrell and Krista Robbins
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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
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Role of the Subcommittee Chairman
You serve as a:
➢ Leader
➢ Communicator
➢ Administrator
➢ Organizer
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Delegation of
Responsibilities
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The Vice Chairman
➢ Chairs meetings in your absence
➢ Assigns projects to task group chairmen and
follows up on deadlines
➢ Answers correspondence
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The Secretary
➢ Takes minutes
➢ Collects task group reports
➢ Distributes attendance lists
➢ Assumes responsibilities as delegated by the
Sub Chairman
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Subcommittee Chair
Administrative Duties
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Duties
➢ Report to main committee on subcommittee
actions
➢ Process necessary information through the
website
➢ Provide meeting room requirements and
audio/visual needs for next meeting
➢ 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 sub-chairs
and technical contacts
➢ Be clear that the response is a personal opinion
➢ Do not use ASTM letterhead for the response
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Roster Maintenance
➢ Approve new members with classification and
vote
➢ Check balance and classifications of existing
members
➢ ASTM sends email notifications regarding new
members and out-of-balance rosters
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Roster Maintenance
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Roster Maintenance
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Roster Maintenance
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Conducting a Meeting
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Preparation for a Meeting
✓ Review ballot results
✓ Review correspondence
✓ Review minutes and action items from previous meeting
✓ Review status of your subcommittee’s standards
✓ Update subcommittee roster/print attendance sheet
✓ Contact task group chairmen
✓ Contact staff manager
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Why is an Agenda Important?
➢ Prepares chairman
➢ Prepares attendees
➢ Travel approval
➢ Creates an interest
➢ Defines clear objectives
➢ Serves as a valuable organizational tool
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Information-Full Agenda Includes:
➢ Meeting date, time, location
➢ Agenda/minutes approvals
➢ Agenda items with background/goals
➢ Unfinished/New business
➢ Utilize the Create My Agenda tool
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Create My Agenda
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Create My Agenda
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Create My Agenda
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Opening a Meeting
➢ Start on time
➢ Delegate the task of taking minutes if you don’t have a
subcommittee secretary
➢ Review ASTM’s Antitrust Statement (included in agenda)
➢ Announce that recording of any kind (audio or video) is not
allowed in ASTM meetings
➢ Review the agenda/obtain agreement on the meetings
objectives and goals
➢ Revise agenda if necessary
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During the Meeting
➢ Use ASTM Regulations
➢ Use Robert’s Rules of Order
➢ Use time efficiently
➢ Use members effectively
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Parliamentary Procedure
➢ Majority rule must prevail
➢ Rights of members with minority opinion are
protected
➢ Respect for all members assured
➢ Logical order of business provided
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How to Make a Motion
➢ Motion made
➢ Motion seconded
➢ Chairman calls for discussion of the motion
➢ Chairman calls for vote on the motion
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Uses 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 Yes 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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Role of the Chairman
➢ Remain neutral
➢ Recognize attendees who wish to speak
➢ Maintain order
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Closing a Meeting
➢ State conclusions reached
➢ Summarize assignments
➢ Review requirements for next meeting
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After the Meeting
➢ Prepare minutes (if no Secretary is appointed) and upload them to the ASTM website. Or send them to your staff manager for posting.
➢ Enter negative resolutions
➢ Make a list of subcommittee ballot items and main committee/concurrent ballot items to be included in the minutes
➢ Contact staff manager regarding any changes for the next meeting (time, room size, a/v, etc.)
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Submit Meeting Minutes
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Submit Meeting Minutes
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Enter Negative Dispositions from Meeting
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Enter Negative Dispositions
from Meeting
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Enter Negative Dispositions from Meeting
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Enter Negative Dispositions from Meeting
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Preparing Items for
Ballot
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Registering Work Items
➢ Required to register upon initiation of work on
new standards or revision to existing
standards
➢ No work item registration is needed for re-
approvals, withdrawals or reinstatement
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Monitoring New Work Items
➢ Establish procedures for who will register work
items within the subcommittee
➢ Review content and authorize the posting of
the work item to the web
➢ Keep active work items current and delete
dropped projects
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Why Work Items?
➢ Promote activity
➢ Provide visibility
➢ Serve as tracking number
➢ Initiate the “Standards Tracker” function
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Registering a Work Item
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Registering a Work Item
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Issuing a Ballot
Subcommittee Ballot:
➢Subcommittee Chairman or their designees are authorized to initiate a subcommittee ballot
➢Motion passed at a subcommittee meeting
➢Rationale required for each ballot item
➢Proposed new standards undergoing its initial round of balloting
➢Revisions to an existing standard that subcommittee members believe warrant a subcommittee ballot
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Issuing a Ballot
Concurrent Main/Sub Ballot:
➢Revisions to an existing standard or new standards that have undergone at least one subcommittee ballot can be issued concurrently
➢Concurrent ballots need to be approved by the main committee chairman and the subcommittee chairman
➢Rationale required for each ballot item
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Preparing New Drafts for Ballot
➢ Use the standard templates
➢ Use the Form and Style Guide for...
Proper format of Test Methods, Specifications,
Classification, Practices, Guides, and
Terminology
➢ “Up Front” editing available via Headquarters
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Preparing Revisions for Ballot
➢ Register work item
➢ A link to the Word document will be provided to the technical contact
➢ A link to instructions on how to prepare the work item for ballot will also be provided
➢ Track Changes appear in the margin of the document
➢ Submitting entire standard is not necessary, only revised sections
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Preparing a Rationale for Ballot
➢ Short, concise explanation for balloting the item
➢ Previous ballot history
➢ Changes made due to negative votes or comments
➢ Include all contact information
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Resolving Negatives Effectively
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1. COMMUNICATION
2. CONSIDERATION
3. DOCUMENTATION
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Communication
Contact the negative voter:
➢ before the ballot closes
➢ before the meeting
➢ after the meeting
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Consideration
Ensure proper motions are made when handling
negative votes
➢Motion should include the rationale
➢Tally only official voting members
➢Official vote is indicated on attendance sheets
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Documentation
➢ Document motions, vote count, and rationale in
minutes
➢ Respond to negative voter
➢ Resolving the negative online
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Disposition of Negative
➢ Persuasive
➢ Withdrawn
➢ Withdrawn with Editorial Change(s)
➢ Not Related
➢ Not Persuasive
➢ Previously Considered
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Utilization of Available
Resources
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ASTM Staff Resources
➢ Staff Manager/ Administrative Assistant
➢ Corporate Communications
➢ Editor
➢ Symposia
➢ Interlaboratory Study Program (ILS)
➢ Member Services
➢ Technical and
Professional Training
➢ Proficiency Testing
Program
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Tools and Resources
➢ Regulations Governing ASTM Technical
Committees
➢ Form and Style Manual
➢ Committee Bylaws
➢ Virtual Classroom for Members
➢ Standard Templates
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Tools and Resources
➢ Standards Tracking ➢ Products and Services/product updates
➢ Publicity (Standardization News/Press Releases)➢ News
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Finding Resources Online
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More Tools and Resources
Virtual Meetings
➢Combination of web-based/teleconference meeting
➢Allows task groups to work on standards in between
face-to-face meetings
➢Can create and revise standards online in real time
➢Schedule your own or contact Staff Manager
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Review of Specific Objectives
➢ Handling administrative responsibilities
➢ Conducting an effective meeting
➢ Preparing items for sub and main committee
ballot
➢ Resolving negatives effectively
➢ Utilizing ASTM resources
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Good Luck in Your
Important Role!
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