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[Fwd: [hallc] Proposed SHMS-HMS User's Group]

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[Fwd: [hallc] Proposed SHMS-HMS User's Group]

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Dear Colleague:

We wish to bring your attention to a proposal for a SHMS-HMS User's Group which
we hope to be of interest to you.  That is, a formal organization of the Users
of the SHMS-HMS spectrometer systems to be used in Hall C after the completion
of the JLab 12 GeV upgrade.

The idea for such a User's Group gained an added push when the Hall C Detector
Design Safety Review in February specifically encouraged the formation of a
more formal SHMS organization.  This idea was discussed more fully at the
August Hall C User's Summer Workshop, and a committee struck there to bring
this organization into existence.  The general consensus there was that we
should have a relatively-open organization which would facilitate communication
and collaboration within the SHMS-HMS User community, and not exclude users
from coming forward with new ideas that they want to pursue on their own.  At
present, it would exist in parallel with the Hall C Steering Committee --
whether at some later date it becomes the sole Hall C Users organization will
be up to the Users to eventually decide.

Our committee has drafted a set of by-laws for the SHMS-HMS User's Group for
your consideration and input.  It allows for an elected User Board to
provide technical and scientific advice to Jefferson Lab management where
appropriate, as well as for the creation of Working Groups on specific matters
of relevance to SHMS-HMS Users.  It will be up to the Users to give this
organization life and purpose, the bylaws only set the general structure.

The organization will be discussed more fully at the next Hall C User's Meeting
at the end of January.  If you have immediate feedback on these by-laws, please
do not hesitate to contact any of the committee members listed at the bottom of
this message. If there is a consensus among the Hall C community, we anticipate
acting to form the SHMS-HMS Users' Group and User Board at the January meeting.
The charter allows for the initial board to be appointed by the Hall C leader,
so if you have suggestions for initial User Board members, please send them to
Steve Wood.

We have also formed an email distribution list which we hope will allow an
easier flow of communications on SHMS-related matters, such as detector
construction, data acquisition system and software, subsystem integration,
as well as commissioning and scientific issues.

To subscribe to the mailing list, send a single line message to majordomo@jlab.org:
    subscribe shms_users

To unsubscribe (cancel a subscription) from the mailing list, send a single
line message to majordomo@jlab.org:
    unsubscribe shms_users

Finally, we have created a web-page where relevant information may be posted
    http://www.jlab.org/Hall-C/upgrade/shms_users_group.html

We hope that these initiatives will enhance our future collaboration, to the
benefit of a scientific program of the highest possible merit.

Sincerely,
John Arrington
Howard Fenker
Garth Huber
Hamlet Mkrtchyan
Peter Monaghan
Ioana Niculescu
Stephen Wood

-- 
Dr. Garth Huber, Dept. of Physics, Univ. of Regina, Regina, SK S4S0A2, Canada.
tel: 1-306-585-4240. fax: 1-306-585-5659.


			SHMS-HMS User's Group Bylaws

			         Draft 1.1
			      October 9, 2008


1. NAME

The name of this body is the SHMS-HMS User's Group (hereinafter referred to as
the "Organization").

2. MISSION AND PURPOSE

The purpose of the Organization is to provide a formal organization for the
Users of the SHMS-HMS spectrometer systems in Hall C at Jefferson Lab, i.e.
those who will construct the detectors, acquisition system and software, those
who will integrate these subsystems into a working, fully-commissioned, and
well-understood spectrometer system, and use it to carry out a scientific
program of the highest possible merit.

The Organization is intended to facilitate communication and collaboration at
all levels within the SHMS-HMS User community, to provide technical and
scientific advice to Jefferson Lab management where appropriate, and to
encourage and take best advantage of new initiatives and opportunities for the
benefit of the SHMS-HMS Users as they may arise.

3. MEMBERSHIP

3.1 ADMISSION AND TERMINATION

Any member of the Jefferson Lab User Group may be admitted as a member of the
Organization upon receiving the approval of the User's Board.  Any member may
resign from the Organization by delivering a formal request to the Secretary.
A membership may be terminated by a vote of the User's Board when, in
their opinion, that individual has ceased to play a significant role in the
activities of the SHMS-HMS User Community and is not likely to resume such a
role.

3.2 MEETINGS AND VOTING

The general membership of the Organization has the ultimate authority on all
issues involving the Organization, decided by a simple majority rule.  Any
member shall have the right to attend and exercise one vote at any general or
special meeting of the members of the Organization.

The UB may at any time call a meeting of the members of the Organization,
provided that notice of such meeting is distributed to all members by mail or
email at least 15 days prior to the date of such meeting.  Additional meetings
must be called by the UB if requested by 8 members or 10% of the membership,
whichever number is greater.

Meetings shall be convened by the Chair of the UB, or in his/her absence,
another Board Member so delegated by the UB.

All member votes at meetings or otherwise shall require a quorum, defined as 12
members or 15% of the membership, whichever number is greater.  The UB may
decide to poll the membership by mail or email, provided all members are
notified and sufficient time is allowed for discussion and responses.  The UB
is required to poll the membership on a specific resolution if requested by 8
members or 10% of the membership, whichever number is greater.

4. MANAGEMENT

4.1 USER'S BOARD (UB)

The Organization shall be managed and represented by a User's Board consisting
of six Board Members.  The UB shall monitor and make recommendations on major
User issues, in particular:
- design, construction, maintenance, and operations of the SHMS-HMS
  instruemtation;
- physics issues and their consequences for SHMS-HMS instrumentation;
- allocation of manpower resources within the Organization;
- resolution of technical conflicts in construction and operation;
- membership;
and any other issues it deems important.  All decisions by the UB are subject
to review by the membership at its general or special meeting.

Every question at UB meetings shall be decided by a simple majority of votes
cast in favor of the question.  Quorum shall consist of four UB members.  In
the case of an equality of votes, the person presiding at the meeting of the UB
shall have a second or casting vote.

The initial UB shall be appointed by the Hall C Leader, two of whom shall be
appointed for a term of one (1) year, two of whom shall be appointed for a term
of two (2) years, and two of whom shall be appointed for a term of three (3)
years.  Subsequently, two individuals shall be elected annually by the members
of the Organization as Board Members to hold office for a period of three (3)
years, to replace Board Members who retire from office at the time of such
election.  The election must be held by mail or by email.

The office of a Board Member shall be automatically vacated if:
a) an affirmative vote of at least 2/3 of the votes cast by the members
by mail or email is made in support of a motion regarding the removal of
the Board Member;
b) the Board Member has resigned his/her office by delivering a written
resignation to the Secretary;
c) he/she is unable to fulfill his/her term of office due to absence,
disability, resignation, death or any other cause

Should the office of any Board Member be vacated, the UB may in their
discretion, but need not, appoint a Board Member to hold office for the
unexpired portion of the prior member's term provided, however, that if failure
to so elect a new member would create the situtaion where there would be no
quorum of the UB, a new member shall be so appointed.

4.2 OFFICERS

At the first UB meeting after each election, the UB will elect a Chair and a
Secretary.  The Chair shall convene regular meetings of the membership at least
once a year, and will be the principal contact for JLab management to the
Organization.  The Secretary shall be responsible for minutes of meetings of
the UB and of the general membership, the membership list, and the depository
of Organization documents.

4.3 WORKING GROUPS (WG)

Working Groups will be formed as deemed appropriate by the UB to oversee a
specific project or to give advice on a specific theme of relevance to the
Organization.  Members may also petition the UB for the creation of a WG.  Any
member is eligible for membership in one or more WGs.  Each WG shall elect a
Chair, who is responsible for the WG under the general direction of the UB.
Each WG is expected to report periodically to the UB and the general membership
on its activities and progress.  WGs which have been inactive for two or more
years may be disbanded by the UB.

5. AMENDMENT AND DISSOLUTION

The bylaws of the Organization may be repealed or amended from time to time by
a by-law or a new by-law, by a majority of the UB and sanctioned by an
affirmative vote of at least 2/3 of the votes cast in favor of the by-law by
the members by mail or email.

The dissolution of the Organization may be authorized by a resolution approved
by at least 2/3 of the UB, and confirmed by 2/3 of the votes cast by the
members by mail or email.

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