MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES

1. MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES September 2013 ASTM Officers Training Workshop Jeff Adkins

2. OBJECTIVES • To identify key duties and responsibilities of the Chairman, Vice Chairman, Membership Secretary, and Secretary in order to strengthen the leadership skills necessary for a productive committee.

3. CHAIRMAN

4. Know ASTM Rules and Regulations • ASTM Regulations • http://www.astm.org/COMMIT/Regs.pdf • Officer Handbook • http://www.astm.org/COMMIT/RedBook5.pdf • Committee Bylaws • MyCommittees - Committee Documents • Parliamentary Procedure • ‘Robert’s Rules of Order’

5. Facilitate Committee Administration • Appoint Subcommittee Chairmen and Liaisons and fill vacancies • Appoint Special Purpose Ad Hoc Committee • Plan meetings • Ensure Executive Subcommittee duties are fulfilled

6. Facilitate Committee Administration (cont’d) • Appropriate Committee Funds • Delegate Responsibility • Monitor Subcommittee Meetings • Respond to Circular Letter Ballots • Assist in inquiries on standards

7. 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 subcommittee chairmen and technical contacts • Be clear that the response is a personal opinion • Do not use ASTM stationery for the response

8. Chair Executive and Main Meetings • Ensure organized, informative reports • Facilitate an efficient meeting • Introduce and welcome new members

9. Conducting an Efficient Meeting • Meeting Preparation • Prepare an agenda • Review correspondence • Review minutes & action items from previous meeting • Communicate with you Staff Manager • Understand the basics of parliamentary procedures • Manage meeting time effectively

10. 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).

11. Use of Motions

12. Oversee the Standard Development Process • Establish a good line of communication with ASTM Headquarters (Staff Manager) and Subcommittee Chairmen • Ensure proper consideration and documentation of negatives • Ensure that consensus is reached • Ensure standards are current

13. VICE CHAIRMAN

14. 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 the absence of Chairman

15. Perform Special Duties and Assignments Based on Committee’s Bylaws, there can be several Vice Chairman positions: • Head Nominating Committee • Champion Bylaws • Chair Long Range Planning • Serve as the Committee Awards Chairman • Review requests for new standards, ensuring that industry needs are addressed • Review Subcommittee Scopes • Succession Planning • New Member Orientation

16. Perform Special Duties and Assignments Chair Bylaws Committee • Keep Bylaws current with the Society policies/practices Chair Awards Subcommittee • Recommend Award of Merit recipients from the Committee • Administer Committee Awards Program • Honorary Members

17. Other Duties • Liaison • Publicity • Symposia

18. MEMBERSHIP SECRETARY

19. Coordinate all membership matters within the Committee • Update Committee Rosters in accordance with Committee Bylaws using Roster Maintenance • Process Membership Applications • Utilize Electronic Membership Rosters • Report on Committee Membership Status to the Executive Subcommittee • Print out Committee attendance rosters (Main and Executive Committees)

20. More Membership… • 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

21. Roster Maintenance

22. SECRETARY

23. Responsibilities include: • Assist Chairman in preparing: • Agenda • Minutes • Correspondence • Communicates with Subcommittee Chairmen

24. Meeting Coverage • If you cannot attend, find a replacement • Brief your replacement on the agenda • Inform replacement of any potential “hot topics”

25. Responsibilities during Committee Meetings • Record attendance • Record minutes • Identify voting members • Have pertinent documents available

26. Responsibilities after Committee Meetings POST - 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)

28. Questions ? Jeff Adkins jadkins@astm.org 610-832-9738