Transcript PC Chairs: Running Effective Meetings

PC Training:
Running Effective Meetings
Effective meeting principles and practices applied to the
development of ASHRAE Standards and Guidelines.
Intended Audience – Open to everyone, recommended for PC
Chairs, PC Secretaries, and Standards Committee Members
Required Reading – Procedures for ASHRAE Standards
Actions (PASA)
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Learning Objectives
• This training module provides information that
will help you be more effective when you:
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Schedule a meeting
Prepare an agenda
Conduct a meeting
Follow up after a meeting
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Schedule a Meeting
• Schedule a meeting at an ASHRAE Winter or
Annual Conference using the standards meeting
request form on the ASHRAE conference
website for each conference
• Between conferences, schedule interim
meetings as appropriate to expedite progress.
• Notice of each interim meeting must be posted in
Standards Actions at least 14 days before a web
meeting and at least 30 days before an in-person
meeting.
• Information about ASHRAE-provided resources for
teleconferences, web meetings and webinars is here.
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Prepare an Agenda
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Planning Meeting Topics Requires:
• Having a clear purpose for the meeting
• Select topics for constructive idea sharing and strategies for
building consensus.
• For example, collect proposed revisions in advance for the PC to
review during the meeting. Reviewing revisions is more effective
than creating revisions during a meeting.
• For controversial items, prepare a document that lays out the
points for presentation at the meeting.
• Being prepared
• Define reasonable list of issues to consider; assign time and
speaker for each item
• Anticipating meeting outcomes with regard to
• Action items; member assignments; tracking progress;
scheduling the next meeting
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Agenda Resources
• If this will be your 1st PC meeting, please review the Getting
Started Training Module to get an overview of the standards
development processes
• Otherwise, your resources include:
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Work Plan (Work Plan Template)
Title, Purpose, and Scope (TPS)
Working Draft
Meeting Minutes from the previous meeting (Minutes Template)
PC Membership Roster
Action Items from the previous meeting
PC Secretary (or ask someone to record notes)
• Supporting research (if applicable to your situation)
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Sample Agenda for First PC Meeting
FIRST PC AGENDA
Committee Name
Meeting Date and Time
Meeting Location
1.
CALL TO ORDER
1.
2.
3.
4.
5.
2.
3.
4.
5.
6.
7.
8.
9.
Code of Ethics
Introduction of Members and Guests
Quorum Determination
Announcements and Immediate Goals
Liaisons
MEMBERSHIP
PC ORGANIZATION (For SSPC/SGPC)
Secretary (For SPC/GPC)
Reviewing the initial TPS
Approving a WORK PLAN
Reviewing an initial WORKING DRAFT
NEXT MEETING: Date, Time, Location
Adjourn
Tip: Secretary can use an copy of the agenda and annotate it with
motions, discussion summaries, action items, etc., as they occur
during the meeting to create a rough draft of the meeting minutes.
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Sample PC Agendas (After 1st Meeting)
SPC/GPC AGENDA
SSPC/SGPC AGENDA
Committee Name
Committee Name
Meeting Date and Time
Meeting Location
Meeting Date and Time
Meeting Location
1.
1.
CALL TO ORDER
1.
2.
3.
4.
5.
2.
3.
4.
5.
6.
7.
Code of Ethics
Introduction of Members and Guests
Quorum Determination
Announcements and Updated Goals
Liaisons
AGENDA REVIEW
MINUTES OF THE LAST MEETING
WORKING DRAFT REVIEW
NEW BUSINESS (if any)
NEXT MEETING: Date, Time, Location
Adjourn
CALL TO ORDER
1.
2.
3.
4.
5.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Code of Ethics
Introduction of Members and Guests
Quorum Determination
Announcements and Updated Goals
Liaisons
AGENDA REVIEW
MINUTES OF THE LAST MEETING
ROSTER CHANGES
PUBLICATION PUBLIC REVIEW DRAFTS
RESPONSES TO COMMENTERS
CONTINUOUS MAINTENANCE
PROPOSALS
INTERPRETATION REQUESTS
SUBCOMMITTEE REPORTS
OLD BUSINESS
NEW BUSINESS
NEXT MEETING: Date, Time, Location
Adjourn
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Preparing the Working Draft
• Increment the revision number of the working
draft that was revised during your previous
meeting and update the ASHRAE copyright
date to be the current date.
• Distribute the working draft to PC members
and request proposed revisions not later than
a week before the planned meeting.
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Conduct a Meeting
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Conducting an Effective Meeting (1)
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Be punctual: start & end on time
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Pass around an attendance sheet
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Expect disruptions:
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Some people will arrive late. Ask them to introduce themselves when
least disruptive and then bring everyone’s attention back on-topic
Ask liaisons or other “management” visitors to be brief
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Focus on the purpose and expected outcomes of the
meeting
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Limit the time, normally to 5 minutes, for any unresolved
commenter to address the committee and for any person
to speak for or against a motion.
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Conducting an Effective Meeting (1)
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Encourage participation, but require civility and
control digressions
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Chairs need to ensure equal participation (guard against
dominance by one or a small group of the committee or guests)
Beware of “TPS Scope Creep” (suggestions that would expand
the scope of the standard)
Following Robert’s Rules of Order is required
whenever:
• a PC meeting agenda item is intended to result in a standards
action or an official interpretation of a standard; or
• under other circumstances when a PC member requests that the
meeting be conducted under Robert’s Rules.
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Robert’s Rule of Order Basics
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Motions:
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Most common motions:
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Must relate to the business at hand.
Must not be obstructive, frivolous, or violate PASA.
Must be seconded unless they are from a subcommittee.
Main motions: (“I move that…”) are debated
Amendment motions: (“I move to amend the motion by...”) are debated and voted
upon before voting on the main motion
A list of non-controversial agenda items can be proposed in a Consent Agenda
motions: (“I move approval of a consent agenda which includes items a, e, g…”)
are voted upon without discussion. After the motion is seconded, ask, “Does
anyone want me to pull any of these consent agenda items out of this motion?”
Table motions: (“I move to table …”) delay action on a main motion
Take from the Table motions (“I move to take from the table …”) are used to
resume discussion on a motion that was tabled
Adjournment motions are seconded but not debated
PASA 7.2.3 – 7.2.6 defines voting rules, and a voting calculation
spreadsheet is located here.
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Typical Motions
PCs vote to approve:
1. Original TPS (first
meeting)
2. Proposed changes to
TPS
3. Meeting minutes
4. Publication Public
Review Draft*
5. PC responses to
commenters
6. Final Publication Draft*
Note: Items with * are Standards Actions.
Standing PCs vote to approve:
1. Proposed changes to
TPS
2. Meeting minutes
3. Publication Public
Review of addenda*
4. Responses to
commenters
5. Formal Interpretations
6. Responses to CMPs
7. Code Change
Submittals
8. Final Publication of
Addenda
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Tips for Reviewing Working Drafts (1)
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Review the draft prior to the meeting and make editorial revisions
throughout the draft (except the TPS portions) to improve clarity and
readability. Don’t consume highly valuable committee time to
approving editorial changes other than those suggested during the
meeting.
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Reviewing revisions is more effective than creating revisions during
the meeting. Accept significant new revisions that are submitted
during the meeting, but delay the discussion of new revisions until
after all of the pre-proposed revisions are reviewed or until the next
meeting if there is no time left at the end of the meeting.
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When any discussion topic does not quickly converge into
consensus, assign 2 or more PC members who were actively
participating in the discussion to work together to provide proposed
content in time for the next meeting and record that as an action
item.
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Tips for Reviewing Working Drafts (2)
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Start the working draft review where you were in the draft at the end
of the previous meeting.
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Leave the Definitions section until last but add new definitions when
identified during the review.
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Each time you move on to the next proposed revision, provide
context, if appropriate, and then ask, “Is anyone opposed to this
proposed content?” If no one speaks up, say, “Great! Moving on,”
and be sure to use track changes to “accept” those changes
immediately after the meeting.
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When someone says they don’t understand some aspects of the
technical content being discussed, table the current discussion, ask
for a volunteer to help them to understand before the next meeting,
and record that as an action item.
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Tips for Reviewing Working Drafts (3)
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Delay any attempts to re-open previous agreements until after all of
the pre-proposed revisions have been reviewed if there is time. If
there is no time left for that discussion at the end of the meeting, ask
the requester to propose revisions of that portion prior to the next
meeting.
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Assign a PC member, or a small group, an action item to review and
revise the changes approved during the meeting to meet ASHRAE’s
mandatory language requirements.
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After the meeting, change the font color in each portion of the draft
that has been approved by the PC to a font color that contrasts with
any colors used for tracking changes. This helps the PC visualize
the progress and discourages rehashing of previously approved
portions.
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Due Process and Lack of Dominance
• Any person (organization, company, government agency,
individual, etc.) with a direct and material interest has a
right to:
a) express a position and its basis,
b) have that position considered, and
c) appeal if adversely affected
• The standards development process shall not be
dominated by any single interest category, individual or
organization.
• Dominance means a position or exercise of dominant
authority, leadership, or influence by reason of superior
leverage, strength, or representation to the exclusion of
fair and equitable consideration of other viewpoints.
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ASHRAE Code of Ethics
• The code of conduct or behavior governing an
individual or group (such as a committee)
• The discipline dealing with what is good and bad
and with a sense of duty or obligation
• As members of ASHRAE or participants in
ASHRAE committees, we pledge to act with
honesty, fairness, courtesy, competence,
integrity and respect for others in our conduct
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Follow Up After a Meeting
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Follow Up
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Chair to issue letter ballots as-required to include those
absent from the meeting in the opportunity to vote
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Distribute action items immediately
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Distribute draft meeting minutes within 30 days, earlier if
possible and include a copy to ASHRAE Headquarters
([email protected])
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Track progress between meetings
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Standards Staff
Direct line 678.539.xxxx
Standards Committee
Stephanie Reiniche, Senior Manager of Standards.......................ext. 1143
[email protected]
Status of Standards/Guidelines, SPLS and SPC 201
Susan LeBlanc, Standards Administrator………….............ext. 1143
[email protected]
SRS, PPIS, and Appeals Panel, Procedures and Forms
Tanisha Meyers-Lisle, Procedures Administrator...............ext. 1111
[email protected]
Staff Review of Drafts
Carmen Manning, Standards Analyst ....................……..............ext. 1145
[email protected]
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PC Chairs Training: Running Effective Meetings
Standards Staff
American Standards, including Standards 62.1 and 62.2
Mark Weber, Manager of American Standards……......ext. 1214
[email protected]
Codes, CIS, Standards 90.1 and 90.2
Steve Ferguson, Manager of Codes………..ext.1138
[email protected]
Standards 90.4 and 189.1
Bert Etheridge, Asst. Mgr. of Standards - Codes……………...…ext. 1125
[email protected]
International Standards, ILS, Standards 15 and 34
Nicole Jones, Asst. Mgr. of Standards – International………..ext.1209
[email protected]
International Standards and Standard 34
Angela McFarlin, Admin. Asst…………………...........................ext. 1177
[email protected]
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PC Chairs Training: Running Effective Meetings
Standards Staff
Project Committee Membership
Beverly Fulks, Standards Coordinator..................................ext. 1151
[email protected]
Project Committee Membership SPCs 15 and 34
Angela McFarlin, Admin. Asst……………...........................ext. 1177
[email protected]
Project Committee Membership SPCs 90.1, 90.2, 90.4, and 189.1
Katrina Shingles, Secretary/Admin Asst…...........................ext. 1159
[email protected]
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PC Chairs Training: Running Effective Meetings
Questions?
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Questions and Answers
• Aside from the draft minutes from the last
meeting, name three resources you have as you
prepare an agenda.
• Aside from the introductions of all participants,
name two other preliminary steps needed to set
the stage for a meeting.
• What should you say to delay action on a motion
until next Thursday?
• If you’re unsure about voting rules, where would
you look for that information?
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How did you do?
• If you knew the answers to all the questions
• Congratulations! You have mastered the material
• If you were able to answer most of the questions
(70-80%)
• Please review the material you may have missed
• If you were unable to answer most of the
questions (<70%)
• Please review all the material
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