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MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES

MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES. 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. CHAIRMAN. KNOW ASTM RULES AND REGULATIONS.

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MAIN COMMITTEE OFFICERS DUTIES AND RESPONSIBILITIES

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  1. MAIN COMMITTEE OFFICERSDUTIES AND RESPONSIBILITIES

  2. 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.

  3. CHAIRMAN

  4. KNOW ASTM RULES AND REGULATIONS • ASTM Regulations • Officer Handbook • Committee Bylaws • Parliamentary Procedure • ‘Robert’s Rules of Order’

  5. 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).

  6. Do not use Robert’s Rules when… • The purpose of the meeting is to develop creative solutions or to hold a brainstorming session • The issues being discussed are not contentious (e.g. future meeting locations)

  7. FACILITATE COMMITTEE ADMINISTRATION • Appoint Subcommittee Chairman and Liaisons • Fill Vacancies • Appoint Special Purpose Ad Hoc Committee • Plan Meetings • Ensure Executive Subcommittee Duties are fulfilled

  8. FACILITATE COMMITTEE ADMINISTRATION (cont) • Appropriate Committee Funds • Delegate Responsibility • Monitor Subcommittee Meetings • Respond to Circular Letter Ballots

  9. Ensure Organized, Informative Reports Facilitate an Efficient Meeting Introduce and Welcome New Members CHAIR EXECUTIVE AND MAIN MEETINGS

  10. 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.

  11. OVERSEE STANDARDS DEVELOPMENT PROCESS • Establish a Good Line of Communication with ASTM Intl Headquarters (Staff Manager) and Subcommittee Chairman • Ensure Proper Consideration and Documentation of Negatives • Ensure that Consensus is Reached • Ensure Standards are Up to Date

  12. VICE CHAIRMAN

  13. 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

  14. 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

  15. PERFORM SPECIAL DUTIES AND ASSIGNMENTS (cont) BYLAWS COMMITTEE • Keep Bylaws Current With Society Regulations AWARDS COMMITTEE • Recommend Award of Merit Recipients from the Committee • Administer Committee Awards Program • Honorary Members

  16. OTHER DUTIES • Liaison • Publicity • Symposia

  17. MEMBERSHIP SECRETARY

  18. COORDINATE ALL MEMBERSHIP ISSUES WITHIN THE COMMITTEE • Update Committee Rosters through Headquarters and in Accordance with Committee Bylaws • Process Membership Applications by Email • Utilize Electronic Membership Rosters • Report on Committee Membership Status to the Executive Subcommittee

  19. 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

  20. SECRETARY

  21. PREPARE EXECUTIVESUB & MAIN COMMITTEE: • Assist Chairman in preparing: • Agenda • Minutes • Correspondence • Communicates with Subcommittee Chairmen

  22. COVERAGE OF MEETING • If you cannot attend, find a replacement • Brief your Replacement on the Agenda • Inform replacement of any potential “hot topics”

  23. PERFORM ADMINISTRATIVE TASKS FOR COMMITTEE MEETINGS MEETING • Record Attendance • Record Minutes • Identify Voting Members • Have pertinent documents available

  24. PERFORM ADMINISTRATIVE TASKS FOR 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

  25. QUESTIONS

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