Balloting/Handling Negative Votes
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Transcript Balloting/Handling Negative Votes
Balloting/Handling Negative
Votes
September 2012
ASTM Officers Training Workshop
Dan Smith & Kelly Paul
1
General Overview of
Different Levels of Balloting
The Committee on Standards (COS)
Main Committee Ballot / Society Review
Subcommittee Ballot
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Balance
and
Voting vs. Non Voting
Status
3
Balance of Interest
Producer
ASTM
User
&
General Interest
Technical Committees are balanced.
No excess influence by any interest group.
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Voting Rights - Voting vs. Non-Voting
1 official vote per interest (company)
All are welcome to participate in technical
discussions
All members receive a ballot and are eligible to
vote on technical issues
All negatives are considered the same way
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Subcommittee Ballot
Subcommittee Ballot
• New Standards
• Major Revisions
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Subcommittee Balloting
Authorization of Subcommittee Ballots
• Sub chairman
•
Motion at Meeting
Cover Letter
Ballot Open for Minimum of 30 Days
Qualifications for Valid Subcommittee Ballot – 60% return
and 2/3 affirmative
Late Ballot Returns Forwarded for Information
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Sub Ballot
Notification Email
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Subcommittee Ballot Results
Ballot Results Summary
• Negatives and Comments are posted online with 24 hour
updates.
• Closing Report includes links to all the comments and
negatives
• Posted on the ASTM website
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My ASTM
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My Ballots
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Closed Ballots/Closing
Report
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Closing Report
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Negatives
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Affirmative with
Comment
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Six Resolutions of a Negative Vote
Persuasive
Withdrawn
Withdrawn with Editorial Change(s)
Not Related
Not Persuasive
Previously Considered
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Persuasive
General Agreement
Lack of a “not persuasive” motion
A “not persuasive” motion fails (does not achieve a
2/3 affirmative)
Item is removed from ballot
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Withdrawn
Withdrawn by the voter
May withdraw negative at any time
Ballot item moves forward
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Withdrawn with Editorial Change
Withdrawn by the voter/agreed as editorial
Editorial change introduces no change in
technical content, but corrects typos or reduces
ambiguity
If editorial changes are involved, please include
for next level of balloting
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Not Persuasive/Not
Related/Previously Considered
Motion/Second/Rationale
2/3 affirmative vote at a meeting or via ballot
Negatives that are determined not related must
be addressed as items of new business
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The Main Committee Ballot
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Initiation of Main Committee Ballots
Submittal Requirements
• Cover letter
• Results of subcommittee ballot
• Name and affiliation of negative voters
• Negative voters statements
• Subcommittee negative resolution including rationale
Open for 30 Days
Simultaneous with Society Review
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Concurrent Ballots
Balloting Subcommittee and Main Committee at the same
time
Used for Minor Revisions / New Standards or Major
Revisions that have been balloted at least once before
Same requirements as Main Committee Ballot
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Qualifications for Valid Main
Committee / Concurrent Ballots
90% Affirmative of Combined Affirmative and Negative Votes
60% Return
Late Ballot Returns
Closing Reports
Final Ballot Results
• Disposition of Negatives
• Affirmative Votes w/ Comments
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Society Review
In Tandem with Main Committee Ballot
Notifications posted on ASTM Website
Requirements
• Disposition of All Negatives
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Society Review
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Committee on Standards (COS)
9 Member Group Representing ASTM Committees
Due Process
Appeals Based on Procedural Matters (NOT
Technical)
Final Approval
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The Three-Step Approach to
Handling Negative Votes
1. Communication
2. Consideration
3. Documentation
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Communication/Consideration/
Documentation
1.
Communication – Meeting agendas, minutes,
correspondence, direct contact between member &
negative voter and other documentation
2.
Consideration –Both subcommittee and main
committee at a meeting or via ballot
3.
Documentation – Online resolution, automated
notification of negative voter, minutes
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My Tools: Negatives
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Negatives and
Comments: Status
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Resolution
Options
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Resolution Options
Not Persuasive
Ruling
‘Not Persuasive’ Ruling
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Helpful Hints
Ballot controversial sections individually
Use good judgment when balloting sections
separately
Provide clear and informative cover letter for ballot
item(s)
Try to contact the negative voter before the meeting
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More Hints
Address each portion of the negative vote in the
subcommittee’s consideration
Submit editorially revised document with negative vote
resolution forms to ASTM staff
Comments are intended for editorial issues or technical
items of new business
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Thank you for your attention.
If you have any questions or would like to
discuss this topic in additional detail,
please contact your Committee Staff
Manager for assistance.
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