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

SHMS-HMS User’s Group

Progress Report atHall C User’s Winter Workshop

January 30, 2009

2Dr. Garth Huber, Dept. of Physics, Univ. of Regina, Regina, SK S4S0A2, Canada.

User’s Group Discussion in August

General consensus on a Minimalist Approach :General consensus on a Minimalist Approach :

• Formal membership list– General desire for an open membership model, where interested General desire for an open membership model, where interested

parties can easily get involved.parties can easily get involved.

• Evolution of group’s role with timeEvolution of group’s role with time– Initially to deal only with 12 GeV, SHMS issues.Initially to deal only with 12 GeV, SHMS issues.– Likely replace Hall C User’s steering committee ~2013.Likely replace Hall C User’s steering committee ~2013.

• Email distribution list– Helpful in getting feedback on technical issues from many Helpful in getting feedback on technical issues from many

interested parties.interested parties.

• Minimal set of bylaws– Official steering committee, laying out procedure and terms of Official steering committee, laying out procedure and terms of

election by Users.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 [email protected]– 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 ..a formal organization for.. those who will

construct the detectors, acquisition system and construct the detectors, acquisition system and software, ..integrate these subsystems into a software, ..integrate these subsystems into a working, fully-commissioned, and well-working, fully-commissioned, and well-understood spectrometer system, and use it to understood spectrometer system, and use it to carry out a scientific program of the highest carry out a scientific program of the highest possible merit.possible merit.

• ..intended to facilitate communication and ..intended to facilitate communication and collaboration at all levels ..to provide technical collaboration at all levels ..to provide technical and scientific advice ..where appropriate, and to and scientific advice ..where appropriate, and to encourage and take best advantage of new encourage and take best advantage of new initiatives and opportunities.. as they may arise.initiatives and opportunities.. as they may arise.



3. Membership• Any member of the Jefferson Lab User Group may be admitted as Any member of the Jefferson Lab User Group may be admitted as

a member ..upon receiving the approval of the User's Board (UB)a member ..upon receiving the approval of the User's Board (UB)……

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

• The UB may at any time call a meeting of the members.. provided 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 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. 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 Additional meetings must be called by the UB if requested by 8 members or 10% of the membership, whichever number is members or 10% of the membership, whichever number is greater.greater.

• All member votes ..require a quorum, defined as 12 members or All member votes ..require a quorum, defined as 12 members or 15% of the membership, whichever number is greater… The UB is 15% of the membership, whichever number is greater… The UB is required to poll the membership on a specific resolution if required to poll the membership on a specific resolution if requested by 8 members or 10% of the membership, whichever requested by 8 members or 10% of the membership, whichever number is greater.number is greater.



4.1 User’s Board (UB)• The Organization shall be managed and represented by a User's Board The Organization shall be managed and represented by a User's Board

consisting of six Board Members ...shall monitor and make consisting of six Board Members ...shall monitor and make recommendations on major User issues, in particular:recommendations on major User issues, in particular:- design, construction, maintenance, and operations of the SHMS-HMS - design, construction, maintenance, and operations of the SHMS-HMS

instrumentation;instrumentation;- physics issues and their consequences for SHMS-HMS instrumentation;- physics issues and their consequences for SHMS-HMS instrumentation;- allocation of manpower resources within the Organization;- allocation of manpower resources within the Organization;- resolution of technical conflicts in construction and operation;- resolution of technical conflicts in construction and operation;- membership;- membership;

and any other issues it deems important. All decisions ..are subject to and any other issues it deems important. All decisions ..are subject to review by the membership at its general or special meeting.review by the membership at its general or special meeting.

• The initial UB shall be appointed by the Hall C Leader... Subsequently, The initial UB shall be appointed by the Hall C Leader... Subsequently, two individuals shall be elected annually by the members ..to hold office 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 for a period of three (3) years... The election must be held by mail or by email.email.

• The office of a Board Member shall be automatically vacated if: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 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 email is made in support of a motion regarding the removal of the Board Member;Member;

b) the Board Member has resigned his/her office..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 c) he/she is unable to fulfill his/her term of office due to absence, disability... or

any other cause.any other cause.



4.3 Working Groups (WG)• Working Groups ..formed as deemed appropriate by the UB to Working Groups ..formed as deemed appropriate by the UB to

oversee a specific project or to give advice on a specific theme oversee a specific project or to give advice on a specific theme of relevance... Members may also petition the UB for the of relevance... Members may also petition the UB for the creation of a WG...creation of a WG...

• ..expected to report periodically to the UB and the general ..expected to report periodically to the UB and the general membership on its activities and progress. WGs which have membership on its activities and progress. WGs which have been inactive for two or more years may be disbanded by the been inactive for two or more years may be disbanded by the UB.UB.

5. Amendment and Dissolution• The bylaws ..may be repealed or amended ..by a majority of the 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 UB and sanctioned by an affirmative vote of at least 2/3 of the votes cast ..by the members by mail or email.votes cast ..by the members by mail or email.

• The dissolution of the Organization may be authorized by a The dissolution of the Organization may be authorized by a resolution approved by at least 2/3 of the UB, and confirmed by 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.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.

• Please add your name to the email distribution list:

send a single line message to [email protected]:

subscribe shms_users

Documents

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