APSP Operating Procedures

APSP Procedures for Standards Writing (SWC) & Industry Committees
  • I. Scope

    Standards writing (SWC) and industry committees shall function in accordance with these operating procedures.  Where appropriate, in accordance with these operating procedures.  Where appropriate, in accordance with the governance policies of the APSP Board of Directors, all work is to be reviewed by the Technical Committee for technical accuracy,

    APSP Standards Writing and Industry Committees shall include by are not
    limited to the following committees:
  • APSP-1 public pools
  • APSP-2 public spas
  • APSP-3 permanently installed residential spas and swim spas
  • APSP-4 aboveground/onground residential pools
  • APSP-5 residential inground pools
  • APSP-6 portable spas & swim spas
  • APSP-7 suction entrapment avoidance
  • APSP-8 model barrier code
  • APSP-9 aquatic recreation facilities
  • APSP-10 pump labeling and rating
  • APSP-11 water quality for public pools and spas
  • APSP-14 portable electric spa energy efficiency
  • APSP-15 residential swimming pool and spa energy efficiency
  • APSP-16 suction fittings for pools and spas
  • APSP-17 safety vacuum release systems

Technical Industry Committees:

  • Recreational Water Quality Committee
  • Workmanship Committee
  • II. Committee Size; APSP Membership

Members of the Standards Writing Committee (SWC), including the chair, shall be APSP members in good standing. Exception: Public health officials and others on a case by case basis may be selected to participate without being an APSP member based upon the need for their expertise.  The maximum size of the writing committee shall be 15 voting members.  The committee may vote to expand the number of voting members.

III. Committee Chairs - Appointment, Terms of Office, Responsibilities

Chair, Standards Writing Committees

At the beginning of a new review cycle for a standard, a chairman is appointed. Staff will consult with the current chair and solicit committee member views prior to making the appointment.  Any member who is interested in serving as a committee chair should express to staff a willingness to serve.  The term of office is considered to be one cycle to complete revision or development of a standard.  The committee chair may serve a maximum of two consecutive terms of office or two revision cycles.

Chair, Other Technical Industry Committees

APSP staff appoints the committee chair.  Staff will consult with the current chair and solicit committee member views prior to making the appointment.  Any member who is interested in serving as a committee chair should express to staff a willingness to serve at the end of the three year term of the chairman.  The chair serves fro a term of three years.  At the end of his or her 3 year term, the chair can be reappointed for an additional term of one year by the committee.

Responsibilities

  • Be available to attend all meetings in person or by electronic means.
  • Start the meeting on time (the chair should arrive early to check on readiness of room and determine a quorum)
  • Be well organized and prepared for the meeting.
  • The chair must insist that members complete and review their homework prior to the meeting.
  • Follow the agenda and complete all agenda items andgoals for the meeting.
  • Be familiar with procedural rules, APSP bylaws, parliamentary ?procedures.
  • Be a teacher and keep the group working together by explaining  procedure clearly and communicating the next order of business.
  • Control the floor and establish clear rules on how the meeting will be conducted.?(The chair should "assign" the floor by recognizing those  members who wish to speak and if necessary, rule members out of order for interruptions, sideconversations, etc.)
  • Be impartial and a good facilitator. The chair should provide opportunities for members on both sides of an issue to speak and show respect for members' opinions.
  • Be composed and remain calm and objective (patience and a sense of humor helps).
  • Be precise (for example, ask for clarification during discussions, if necessary, and ?restate the motion before a vote).
  • Be available and willing to work with staff by phone and email.
  • It is the joint responsibility of the committee chair and the staff liaison to prepare ?the agenda. ?The chair identifies ?items for the agenda; staff prepares anddistributes?the agenda.
  • Work with staff to ensure that the committee completes projects on time.  At times,?the chair ?will be called upon to contact members of the committee in order to ?complete tasks.
  • Assign work to task forces as necessary.
  • Chairs are requested to schedule one meeting a year at APSP headquarters.

IV. Committee Membership - Appointment, Terms of Office, Responsibilities

Appointment

Committee members shall be selected to provide expertise necessary for the work of the committee. Entities outside the industry are allowed to be members of standards writing committees without being members of APSP such as public health and building code officials.  Potential new members shall submit an APSP Willingness to Serve form.

If the committee is at maximum size, new Willingness to Serve forms will be held until a vacancy occurs.  If the committee is not at maximum size, the chair and staff will receive and review new Willingness to Serve forms.  At the chair's and staff's discreton, new applications may be reviewed by additional members of the committee.  However, the final decision on appointment is made by the chair in consultation with the APSP staff. At the chair's discretion, new applicants may be invited to attend one or more meetings as a guest prior to appontment.  If a new member is appointed after the first meeting of the year, that year will still be considered the first year of a 3 year term.

Voting Members

Individuals who wish to be considered for appointment shall complete the APSP Willingness to Serve forms.

Alternatives area allowed to the primary, however each company or organization gets one vote. Proxy votes are not allowed outside the company.  An observer category is allowed for nonvoting members.

Term of Office, Standards Writing Committees (SWC)

Each member shall be appointed for the cycle necessary to complete revision or development of a standard. Members may be reappointed for a second consecutive term or revision cycle.  Extensions may be granted at the discretion of the chair on an as needed basis.

Term of Office, Other Industry Technical Committees

Each member shall be appointed for a three year term.  A voting member may be reappointed to serve a second consecutive term of office.  A voting member may request to serve one additional year as a consultant to the committee upon completion of two consecutive three year terms.  Extensions may be granted at the discretion of the chair on an as needed basis.

Responsibilities

  • Return meeting notice responses on time even if not attending. (Staff will request responses to meeting notices within 10 business days.)
  • Meeting attendance is required.  Members must not miss two (2) consecutive meetings.  Members who miss two consecutive meetings unless excused for good cause by the chairman are considered to have tendered their resignations.
  • Be willing to review materials and vote on new issues in between meetings by letter ballot.  Letter ballots may be conducted via e-mail, fax, or regular mail.  
  • Committee members must return ballots on time.  
  • Membership will be terminated if a member fails to respond to two consecutive ballot issues without notification to the secretariat of justifiable cause.
  • Accept homework assignments and complete them in a timely fashion.  
  • Membership may be terminated if a member fails to complete two consecutive homework assignments.
  • Standards writing committees are responsible for drafting all or parts of the designated standard and drafting responses to comments.
  • To be reappointed, members must adhere to responsibilities ?outlined herein.

V. Meeting Schedule

  • Chairs of Standards Writing Committees (SWC) are to work with staff to hold meetings (either face to face or on the Internet with teleconferencing) as? frequently as the volume and complexity of work dictates and to meet deadlines.
  • Standards Writing Committees (SWC) must adhere to timelines established by ANSI for standards development and revision.
  • The Recreational Water Quality Committee meets at least three times a year.Additional meetings may be scheduled if necessary. 
  • Other Technical Industry Committees will meet as necessary.

VI. Voting

Standards Writing (SWC) and Technical Industry Committee Meetings

A majority (51%) of the voting members of a committee constitutes a quorum. The act of a majority (51%) of the members present at a meeting at which a quorum is present shall decide the lawful act of the committee. When less than a quorum is present at a meeting, those present may take actions and adopt resolutions that must be subsequently ratified by a majority vote at a meeting of a quorum or by mail, e-mail, fax, or other written or electronic means.

Paper & Electronic Ballots

Ballots may be taken at the committee level on any subject when considered desirable by the committee chair and APSP staff. Ballots are helpful in eliminating the need for a meeting on noncontroversial matters or for revealing areas of controversy at an early stage in a project, making it possible to at least identify, if not resolve, differences before the next meeting of the committee involved. A majority of the committee (51%) shall decide the lawful act of the committee. Letter ballots may be conducted via e-mail, fax, or regular mail.

VII. Responsibilities of Staff

  • Maintain committee membership roster including terms of office 
  • Consult with committee chair on appointments 
  • Coordinate and plan meeting arrangements
  • Notify committee members in a timely fashion about meeting arrangements (location, hotel, etc.)
  • Assist the chairman in the preparation of the meeting agenda
  • Assist the chairman in managing the mood of committee discussions
  • Prepare minutes and send draft to chairman for approval; distribute minutes to the committee and any other appropriate parties (the committee will vote to approve the minutes at the next meeting)
  • Keep committee chairman informed on pertinent matters
  • Assist the committee chairman in preparation of necessary reports, motions, and/or requests to other APSP committees or councils
  • Arrange special mailings to the committee as requested by the chairman or committee
  • Prepare timelines for standards writing committees
  • Track committee progress on plans, decisions, items on the agenda, etc.
  • Provide information, where appropriate, for inclusion in APSP publications as well as to the Communications  Department for potential press coverage
  • Arrange for appropriate badges, etc.

VIII. APSP Committee Code of Conduct

APSP Standards Writing and Technical Industry Committees are intended as forums that will promote positive, productive discourse. It is a forum that will facilitate a free flow of information and positive interaction among and between member voluteers and paid staff. Rude, disrespectful, or abusive conduct is counterproductive to the purpose of the committee and the larger mission of APSP and will not be tolerated. The following Code of Conduct is intended to ensure that member volunteers and paid staff operate in just such a forum. Accordingly, each member of the committee agrees that:

  1. We adhere to APSP's anti-trust policy.
  2. We will treat each other respectfully. We will communicate with each other, whether orally or in writing, civilly. We will maintain decorum at all meetings. Emotional outbursts, personal attacks, threats, insults or abusive conduct of any form are strictly prohibited, and any person  who engages in the same will be immediately excused from the meeting. Repeat offenders will be asked to leave the committee and/or APSP.
  3. We will not denigrate or disparage the products or services of any other business, whether or not that business happens to be an APSP members.
  4. We will make decisions based solely on the best interests of the committee's work and the organization.
  5. We will strive for fairness in all decision-making.
  6. Once decisions are made by the group, we will support those decisions.We recognize that some decisions are very difficult. We recognize that some decisions in retrospect, may have been less than optimal. In such cases, we will work together to make approproate corrections. We will not waste our valuable time by pointing fingers and assignming blame.
  7. We will not engage in back-room politics. Rather, we will address issues openly in the context of our meetings. We will be skeptical about any information not shared with the group as a whole.
  8. Many decisions will become public information. However, we will keep confidential the nature of the deliberations that result in such decisions.
  9. We will be positive. We will be solutions-oriented, not problem-oriented. If at all possible, persons raising new problems will be prepared to suggest solutions to those problems. We will not permit persons to be cancers to the organization.
  10. We will be truthful and honest in all dealings with one another at all times.