balloting/handling negative votes september 2012 astm officers training workshop dan smith &...
TRANSCRIPT
Balloting/Handling Negative Votes
September 2012
ASTM Officers Training Workshop
Dan Smith & Kelly Paul
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General Overview of Different Levels of Balloting
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The Committee on Standards (COS)
Main Committee Ballot / Society Review
Subcommittee Ballot
Balance and
Voting vs. Non Voting Status
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Producer
User&
General InterestASTM
Technical Committees are balanced. No excess influence by any interest group..
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Balance of Interest
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
Closed Ballots/Closing Report
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Closing Report
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Negatives
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Withdrawn
Withdrawn with Editorial Change(s)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
Resolution Options
Not Persuasive Ruling
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‘Not Persuasive’ Ruling
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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