1 Balloting/Handling Negative Votes September 22 nd and 24 th, 2009 ASTM Virtual Training Session Christine DeJong Joe Koury.

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Balloting/Balloting/Handling Handling

Negative VotesNegative VotesSeptember 22September 22ndnd and 24 and 24thth, ,

20092009ASTM Virtual Training ASTM Virtual Training

SessionSessionChristine DeJong Joe Christine DeJong Joe

KouryKoury

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General Overview of General Overview of Different Levels of Different Levels of

BallotingBallotingThe Committee on Standards (COS)

Main Committee Ballot / Society Review

Subcommittee Ballot

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Balance Balance and and

Voting vs. Non Voting vs. Non Voting StatusVoting Status

Producer

User&

General InterestASTM

Technical Committees are balanced. Technical Committees are balanced. No excess influence by any interest group.No excess influence by any interest group.

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Balance of InterestBalance of Interest

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Voting Rights - Voting Rights - Voting vs. Voting vs. Non-VotingNon-Voting

1 official vote per interest (company)1 official vote per interest (company) AllAll are welcome to participate in are welcome to participate in

technical discussionstechnical discussions AllAll members receive a ballot and are members receive a ballot and are

eligible to vote on technical issueseligible to vote on technical issues AllAll negatives are considered the negatives are considered the

same waysame way

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Subcommittee BallotSubcommittee Ballot

Subcommittee BallotSubcommittee BallotNew StandardsNew StandardsMajor RevisionsMajor Revisions

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Subcommittee BallotingSubcommittee Balloting

Authorization of Subcommittee Authorization of Subcommittee BallotsBallots Sub chairmanSub chairman Motion at MeetingMotion at Meeting

Ballot Open for Minimum of 30 DaysBallot Open for Minimum of 30 Days Qualifications for Valid Qualifications for Valid

Subcommittee Ballot – 60% return Subcommittee Ballot – 60% return and 2/3 affirmativeand 2/3 affirmative

Late Ballot Returns Forwarded for Late Ballot Returns Forwarded for InformationInformation

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Sub Ballot Notification Sub Ballot Notification EmailEmail

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Subcommittee Ballot Subcommittee Ballot ResultsResults

Ballot Results SummaryBallot Results Summary Negatives and Comments are Negatives and Comments are

posted online with 24 hour posted online with 24 hour updates.updates.

Closing Report includes links to Closing Report includes links to all the comments and negativesall the comments and negatives

Posted on the ASTM websitePosted on the ASTM website

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My ASTMMy ASTM

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My BallotsMy Ballots

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Closed Ballots/Closing Closed Ballots/Closing ReportReport

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Closing Closing ReportReport

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NegativesNegatives

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Affirmative with Affirmative with CommentsComments

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Subcommittee Ballot Subcommittee Ballot ResultsResults

Considering Ballot ResultsConsidering Ballot ResultsDisposition of NegativesDisposition of NegativesCommentsComments

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Six Resolutions of a Six Resolutions of a Negative VoteNegative Vote

PersuasivePersuasive WithdrawnWithdrawn Withdrawn with Editorial Withdrawn with Editorial

Change(s)Change(s) Not RelatedNot Related Not PersuasiveNot Persuasive Previously ConsideredPreviously Considered

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PersuasivePersuasive

General AgreementGeneral Agreement Lack of a “not persuasive” Lack of a “not persuasive”

motionmotion A “not persuasive” motion fails A “not persuasive” motion fails

(does not achieve a 2/3 (does not achieve a 2/3 affirmative)affirmative)

Item is removed from ballotItem is removed from ballot

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WithdrawnWithdrawn

Withdrawn by the voterWithdrawn by the voter May withdraw negative at May withdraw negative at

any timeany time Ballot item moves forward Ballot item moves forward

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Withdrawn with Withdrawn with Editorial ChangeEditorial Change

Withdrawn by the voter/agreed as Withdrawn by the voter/agreed as editorialeditorial

Editorial change introduces no Editorial change introduces no change in technical content, but change in technical content, but corrects typos or reduces ambiguitycorrects typos or reduces ambiguity

If editorial changes are involved, If editorial changes are involved, please include for next level of please include for next level of balloting balloting

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Not Persuasive/Not Not Persuasive/Not Related/Previously Related/Previously

ConsideredConsidered

Motion/Second/RationaleMotion/Second/Rationale 2/3 affirmative vote at a 2/3 affirmative vote at a

meeting or via ballotmeeting or via ballot Negatives that are determined Negatives that are determined

not related must be addressed not related must be addressed as items of new businessas items of new business

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The Main The Main Committee BallotCommittee Ballot

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Initiation of Main Initiation of Main Committee BallotsCommittee Ballots

Submittal RequirementsSubmittal Requirements Results of subcommittee ballotResults of subcommittee ballot Name and affiliation of negative Name and affiliation of negative

votersvoters Negative voters statementsNegative voters statements Subcommittee negative resolution Subcommittee negative resolution

including rationaleincluding rationale Open for 30 DaysOpen for 30 Days Simultaneous with Society Simultaneous with Society

ReviewReview

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Concurrent BallotsConcurrent Ballots

Balloting Subcommittee and Main Balloting Subcommittee and Main Committee at the same timeCommittee at the same time

Used for Minor Revisions / New Used for Minor Revisions / New Standards or Major Revisions that Standards or Major Revisions that have been balloted at least once have been balloted at least once beforebefore

Same requirements as Main Same requirements as Main Committee BallotCommittee Ballot

Simultaneous with Society ReviewSimultaneous with Society Review

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Qualifications for Qualifications for Valid Main Valid Main

Committee / Committee / Concurrent BallotsConcurrent Ballots

90% Affirmative of Combined 90% Affirmative of Combined Affirmative and Negative VotesAffirmative and Negative Votes

60% Return60% Return Late Ballot ReturnsLate Ballot Returns Closing ReportsClosing Reports Final Ballot ResultsFinal Ballot Results

Disposition of NegativesDisposition of Negatives Affirmative Votes w/ CommentsAffirmative Votes w/ Comments

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Society ReviewSociety Review

In Tandem with Main In Tandem with Main Committee BallotCommittee Ballot

Notifications posted on Notifications posted on ASTM Website ASTM Website

RequirementsRequirements Disposition of All NegativesDisposition of All Negatives

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Society ReviewSociety Review

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Committee on Standards Committee on Standards (COS)(COS)

9 Member Group Representing 9 Member Group Representing ASTM CommitteesASTM Committees

Due ProcessDue Process Appeals Based on Procedural Appeals Based on Procedural

Matters (NOT Technical)Matters (NOT Technical) COS Ballot ProceduresCOS Ballot Procedures Final ApprovalFinal Approval

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The Three-Step The Three-Step Approach to Handling Approach to Handling

Negative VotesNegative Votes

1.1. CommunicationCommunication

2.2. ConsiderationConsideration

3.3. DocumentationDocumentation

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Communication/Communication/Consideration/Consideration/DocumentationDocumentation

1.1. Communication – Meeting agendas, Communication – Meeting agendas, minutes, correspondence, direct minutes, correspondence, direct contact between member & negative contact between member & negative voter and other documentationvoter and other documentation

2.2. Consideration –Both subcommittee Consideration –Both subcommittee and main committee at a meeting or and main committee at a meeting or via ballotvia ballot

3.3. Documentation – Resolution forms, Documentation – Resolution forms, online tools, minutes, correspondenceonline tools, minutes, correspondence

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My Tools: NegativesMy Tools: Negatives

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Open or Unresolved BallotsOpen or Unresolved Ballots

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Negatives and Comments

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Negatives and Comments: Status

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Resolution Options

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Single vote ‘Not Persuasive’ Ruling

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Disposition of a Negative

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Negative Negative Resolution Resolution

FormsForms

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Helpful HintsHelpful Hints

Ballot controversial sections Ballot controversial sections individually individually

Use good judgment when Use good judgment when balloting sections separatelyballoting sections separately

Provide clear and informative Provide clear and informative cover letter for ballot item(s)cover letter for ballot item(s)

Try to contact the negative voter Try to contact the negative voter before the meetingbefore the meeting

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More HintsMore Hints

Address each portion of the Address each portion of the negative vote in the negative vote in the subcommittee’s considerationsubcommittee’s consideration

Submit editorially revised Submit editorially revised document with negative vote document with negative vote resolution forms to ASTM staffresolution forms to ASTM staff

Comments are intended for Comments are intended for editorial issues or technical editorial issues or technical items of new businessitems of new business

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Thank you for Thank you for your attention.your attention.If you have any questions If you have any questions or would like to discuss or would like to discuss this topic in additional this topic in additional

detail, please contact your detail, please contact your Committee Staff Manager Committee Staff Manager

for assistance.for assistance.