How Committees Work

Meetings

The majority of ASM's Society Committees and Councils meet in the Fall at ASM's Annual Event (previously known as Materials Week). The Board and International Groups meeting dates and locations vary according to the Committee. It is the duty of the Committee Chair and Staff Liaison to inform committee members of actual meeting dates, times and locations well in advance of the meeting to allow the member to schedule time to attend.

Attendance

Ideally all committee members are expected to attend all committee meetings. However, ASM recognizes that for practical reasons this is not always possible. Ordinarily, if a committee member cannot attend at least half the scheduled meetings, his/her contribution is seriously limited. If a committee member resides outside North America, his/her physical attendance at meetings is known to be less frequent, therefore, input via correspondence or telephone communication is suitable.

Minutes

Minutes of committee meetings are generally produced by the Committee Secretary or the Staff Liaison.

Recommendations to the Board of Trustees

Specific recommendations of Committees and Councils are forwarded to the Administrator of Committees to be put on the Board agenda. The Staff Liaison will be informed of the Board action and decision following the Board meeting.

Expenses

It is customary for the companies or institutions of ASM Committee and Council members to pay travel, hotel and incidental expenses when a member attends a meeting. ASM does attempt to provide reasonably priced housing and sufficient advance meeting notice for members to obtain economical fares when traveling.

Significant Dates to Remember

• March
  Committee and Council Chairs review its rosters to recommend new appointments and/or re-appointments for upcoming year.
• April
  ASM President-Elect appoints Committee and Council members for service beginning in September of same year.
• May/June
  ASM Board of Trustees meets to review and approve Committee and Council appointment recommendations.
• September/October
  Official term of office begins during ASM's Annual Event. Fall Committee and Council meetings occur in conjunction with the Annual Event.

Leadership Roles

You learn leadership by being a leader. That's one of the benefits of serving as a committee or council member - having the opportunity to learn and sharpen your skills to become a better team member, a better manager, a better leader. More importantly, ASM leaders make a difference in the future of our Society and the materials industry. So explore the contributions that each leadership role gives to the committee and council structure.

Chair

• Maintains a clear understanding of the purpose of the committee and/or council and how its responsibilities relate to the purpose and strategies of ASM. Based upon these understandings, the Chair, with the assistance of the Staff Liaison, establishes specific goals and objectives for the committee.
• Consults the Staff Liaison in establishing goals.
• Maintains a well-balanced representation of committees members based on member technical interests, geographical location and skill set
• Provides the committee and/or council with encouragement; makes expectations clear; delegates responsibilities, and expects results.
• Possesses good listening and good communication skills.
• Completes unfinished business from previous chair and begins new projects after careful review of past committee work.
• Prepares and distributes, through the Staff Liaison, meeting notices and agendas and encourages members to come prepared to meetings.
• Conducts meetings efficiently, following Robert's Rules. Provides opportunity for orderly but free-flowing discussion, allowing all views to be heard within a reasonable amount of time.
• Facilitates the decision making process by summarizing what has been discussed at the meeting and moving the committee toward a consensus.
• Assures that accurate meeting minutes are kept, that committee reports are timely and to the point and action items are acted upon.
• Assures that recommendations on issues relating to ASM's policies submitted to the Board of Trustees, through the Managing Director, are made on the "Recommendation Form" and addresses each question on the form.
• Each January, provides the Managing Director with an Annual Report of its activities including a review of new technological developments that might influence the Society, and status of action items from the Strategic Plan relating to its area of interest.

Vice Chair

• Maintains a clear understanding of the purpose of the committee and/or council and how its responsibilities relate to the purpose and strategies of ASM.
• Possesses good listening and communication skills.
• In the event of a Chair's absence, the Vice Chair assumes leadership responsibilities throughout the meeting.
• Assumes the committee leadership role in providing competent and capable individuals to nominate for:
  • ASM Awards Program, including Fellows
  • Vice President and Trustee
  • Nominating Committee
  • Potential Committee Members
• Understands that the role of Vice Chair will often, but not always, lead to an appointment as Committee Chair.

Secretary

• Preparation of minutes of each committee meeting within two weeks of the meeting. A copy of the minutes should be provided to all committee members, the ASM Staff Liaison and the appropriate Board Strategy Team members.
• At the direction of the committee chair, communicates as needed with other ASM committees, councils, or staff, the committee's activities, actions, recommendations or plans as necessary to assure communications among various ASM segments and coordination of the Society's various activities and plans.

Staff Liaison

• Must be an ASM staff member.
• Provides administrative support, such as assisting the Chair in the preparation of agendas and other meeting details, distributing meeting minutes (if the committee does not have a Secretary), and maintaining files and other background materials concerning committee activities.
• A vital link in the continuity of the committee's work and provides historical perspective and administrative advice during the committee's deliberations.
• Coordinates activities with other staff members, provides background information and acts as an individual resource for the committee.

Members

• Understands the goals and objectives of the committee and works towards them.
• Participates in all committee meetings, which will determine the success of the committee, as well as any independent follow-up work that is assigned during the meeting.