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Bylaws and Charter
I. NAME
The
name of this organization shall be the Spallation Neutron Source (SNS)
and High Flux Isotope Reactor (HFIR) User Group, "SHUG."
II. PURPOSE
The
purpose of the SHUG is to:
- Provide a formal and clear channel for the exchange of information and advice between the investigators who perform neutron
scattering and neutron science experiments at the Oak Ridge National
Laboratory (ORNL) and the management of the Spallation Neutron Source,
the High Flux Isotope Reactor, and the Joint Institute for Neutron
Science (JINS).
- Serve as an advocacy group for the neutron scattering and neutron science activities at SNS and HFIR.
- Provide a communication channel among users of
SNS and HFIR.
III. MEMBERSHIP
Membership in
the SHUG is open to all users and potential users of the various neutron
facilities at the SNS and HFIR and scientists and engineers engaged in
the operation and development of these facilities. Biennial renewal of
membership is required to maintain active status in the SHUG.
IV. MEMBERSHIP
MEETINGS
An
annual meeting of the SHUG shall be held at a time and in a manner designated
by the SHUG Executive Committee. The Executive Committee shall plan the
meeting, including preparation of the agenda and timely notification of
the SHUG membership, with assistance from facility staff. If necessary,
a special meeting of the SHUG, or a subcommittee of it, may be called
by a majority of the Executive Committee or a majority of the SHUG membership.
Questions of order not covered by SHUG legislation are governed by Robert's
Rules of Order Newly Revised.
V. EXECUTIVE
COMMITTEE AND OFFICERS
- Executive Committee — The Executive
Committee shall conduct the regular business of the SHUG and shall have up
to 11 members consisting of the Chair, Vice-Chair, a Secretary and up to
eight other members. Up to six members shall be elected by the SHUG
membership each year, all but one of whom shall serve three year terms. The
remaining position, for a graduate student or postdoctoral fellow, shall
be a 1.5-year term. Elections will be held in the spring or fall
once every 18 months. Terms for members shall begin on the
January 1 following an election in the fall or July 1 following a spring
election. Nominations for members of the Executive Committee can be
made by a motion and a second at the SHUG annual meeting or by three
signatures of active SHUG members. Nominations submitted prior to
September 1 (in the case of a fall election) or April 1 (in the case of a
spring election) shall be accepted by the Executive Committee, which shall
prepare a slate of candidates for the election. The Executive
Committee shall determine the number of new Executive Committee members to
be elected and will strive to have no less than 5 and no more than 11
Committee members. The election process (distributing biographies of the
candidates and ballots, tallying the votes, and reporting the results)
shall be the responsibility of the Secretary of the Executive Committee.
Election of members shall be by simple pluralities of votes cast.
In
preparing a slate of candidates, the Executive Committee shall attempt
to provide appropriate representation on the Executive Committee of the
principal activities at the SNS and HFIR. In addition, the Executive Committee
shall strive to have scientific and institutional diversity reflected
in the slate of candidates. Less than half of the members of the Executive
Committee shall be employees of the SNS, HFIR, or JINS.
Special committees shall be formed as appropriate, consisting
of members of the Executive Committee, to deal with special needs of the
SNS, HFIR, and any important user issues, as identified by the Executive
Committee.
- Officers — The officers of the
Executive Committee shall be a Chair, a Vice-Chair, and a
Secretary, each serving 1.5-year terms. Subsequent to the fall or spring
election of new Executive Committee members, the Executive Committee in
its first meeting shall select a Vice-Chair from one of the new members of
the Committee. A Secretary shall also be chosen at this time. The
Vice-Chair shall serve during the ensuing 1.5 year term and succeed
to Chair following the next election. If the office of Chair becomes
vacant, the Vice-Chair shall assume the position of Chair, and the
Executive Committee shall choose a new Vice-Chair from its membership. Neither
the Chair nor Vice-Chair shall be an employee of ORNL. The former
Chair shall remain as an ex-officio member of the committee during the
year following his/her tenure.
An
Administrative Assistant appointed by ORNL management shall be
responsible for organizing meetings and assisting with various administrative
aspects of the SHUG business.
- Executive Committee Meetings — The Executive Committee shall meet at the
time of the annual meeting and at such other times as called for by the
Chair or by a majority of the Executive Committee membership.
- Functions and Procedures — The Executive Committee shall carry out the
following functions and procedures:
- The Executive Committee, drawing on suggestions
from the membership, shall make recommendations to management for
persons to serve on proposal evaluation committees.
- The Executive Committee,
drawing on suggestions from the membership, shall make recommendations
to JINS, SNS and HFIR management on matters affecting the user community
such as operating policies and needs for facilities, infrastructure,
and instrumentation.
- The Executive Committee shall plan and run the
annual meeting of the SHUG.
- The Chair of the Executive Committee shall serve
as an ex-officio member of the JINS Advisory Board.
- The Executive Committee shall report back to the
membership at the annual meeting and at other times as appropriate.
VI. ADOPTION
OF CHARTER, AMENDMENTS
This
charter shall be adopted if approved by two-thirds of the SHUG members
voting.
A
proposed amendment to this charter, bearing the signatures of at least
five SHUG members, may be introduced at an annual meeting. A two-thirds
majority of members voting is required for passage of the amendment.
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