Committee Officers` Duties and Responsibilities
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Transcript Committee Officers` Duties and Responsibilities
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Original Motion is withdrawn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 Meetings
MEETING
Record Attendance
Record Minutes
Identify Voting Members
Have pertinent documents available
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POST - MEETING
Perform Administrative
Tasks For Committee
Meetings
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
[email protected]
610-832-9719
Tom O’Toole
[email protected]
610-832-9739
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