# Presentation: 478762

## SHMS-HMS User’s Group

- Progress Report at
- Hall C User’s Winter Workshop
- January 30, 2009

## User’s Group Discussion in August

***General consensus on a Minimalist Approach :***
**Formal membership list**
- General desire for an open membership model, where interested parties can easily get involved.
**Evolution of group’s role with time**
- Initially to deal only with 12 GeV, SHMS issues.
- Likely replace Hall C User’s steering committee ~2013.
**Email distribution list**
- Helpful in getting feedback on technical issues from many interested parties.
**Minimal set of bylaws**
- Official steering committee, laying out procedure and terms of election by Users.

## A committee was struck...

**Members**
- John Arrington		Howard Fenker
- Garth Huber		Hamlet Mkrtchyan
- Peter Monaghan		Ioana Niculescu
- Stephen Wood
**Tasks completed**
- gathered a list of SHMS Users (from 12 GeV proposals) and User commitments to date.
- set up an email distribution list **shms_users@jlab.org**
- drafted a set of proposed User’s group by-laws based on other similar organizations.
- posted info on new web page:
**	****http://www.jlab.org/Hall-C/upgrade/shms_users_group.html**

## Proposed SHMS-HMS User’s Group structure

**2. Mission and Purpose**
- ..a formal organization for.. those who will construct the detectors, acquisition system and software, ..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.
- ..intended to facilitate communication and collaboration at all levels ..to provide technical and scientific advice ..where appropriate, and to encourage and take best advantage of new initiatives and opportunities.. as they may arise.

## Proposed SHMS-HMS User’s Group structure

**3. Membership**
- Any member of the Jefferson Lab User Group may be admitted as a member ..upon receiving the approval of the User's Board (UB)...
- The general membership ..has the ultimate authority on all issues ..decided by a simple majority rule.  Any member shall have the right to attend and exercise one vote at any general or special meeting...
- The UB may at any time call a meeting of the members.. 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.
- All member votes ..require a quorum, defined as 12 members or 15% of the membership, whichever number is greater... 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.

## Proposed SHMS-HMS User’s Group structure

**4.1 User’s Board (UB)**
- The Organization shall be managed and represented by a User's Board consisting of six Board Members  ...shall monitor and make recommendations on major User issues, in particular:
- - design, construction, maintenance, and operations of the SHMS-HMS  instrumentation;
- - 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 ..are subject to review by the membership at its general or special meeting.
- The initial UB shall be appointed by the Hall C Leader...  Subsequently, two individuals shall be elected annually by the members ..to hold office for a period of three (3) years...  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..
- c) he/she is unable to fulfill his/her term of office due to absence, disability... or any other cause.

## Proposed SHMS-HMS User’s Group structure

**4.3 Working Groups (WG)**
- Working Groups ..formed as deemed appropriate by the UB to oversee a specific project or to give advice on a specific theme of relevance...  Members may also petition the UB for the creation of a WG...
- ..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 ..may be repealed or amended ..by a majority of the UB and sanctioned by an affirmative vote of at least 2/3 of the votes cast ..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.

## Further Discussion Tomorrow

**Steve will lead further discussion Saturday:**
- feedback on the proposed SHMS-HMS User’s Group, initial User’s Board members.
- Potential new User projects.
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