Minutes of SHUG Executive Committee Meeting of February 5, 2004
Present members (7):
Takeshi Egami
Joanna Krueger
Christina Hoffmann
Paul Sokol
Kim Tait
Lynn Walker
Angus Wilkinson
- Appointment of temporary secretary for this meeting
As the current secretary, Paul Butler, was not present Christina Hoffmann was appointed temporary secretary for this meeting.
- Approval of minutes from Nov. 10, Dec. 9 and Dec. 29
ANNOUNCEMENTS
- Introduction of new and old members
The introduction of new SHUG EC members was deferred to the next conference call as the attendance of the newly elected members (excluding reelected members) was rather small for this conference. (See attendance list.)
- Update on status of generating a distribution list of “users” from SNS’s list [Paul Sokol]
We discussed the topic extensively. The current SHUG distribution list in use for SHUG announcements, inquiries, ballots is currently combined with the SNS mailing list. This implies that SHUG does not have direct access to the list. So far, SHUG cannot check and update the list and find out if it contains enough or too many members. The mailing list was originally assembled through meetings and workshops organized by SNS. It might contain next to active future users as well as one time meeting attendees that are not specifically interested in SHUG issues. Several members expressed the need for SHUG to establish its own mailing list. The very least SHUG should establish a user list before the next elections.
The scheduled startup of HFIR seems to slip consecutively and it is not clear. It was decided that it might be advantageous to discuss the HFIR instrument schedule with Greg Smith and Al Ekkebus, the HFIR and SNS user coordinators. The lack of constant updated information was mentioned. Schedules could be posted on easily accessible internet web pages to keep the interested users informed. Both will be invited to the next conference call.
- ACNS user's reception and meeting update [Paul Sokol]
Paul Sokol briefed the committee on the plans for the ACNS Users Meeting: During a teleconference with the organizing committee (David Vaugnin, Rob Briber, Jeff Lynn, Ray Teller, Anna Hase) the general format was established. It was agreed on refreshments and hors d’oeuvre. The setup will be a four corner setup. NEW BUSINESS
- Accept nominations for Vice-Chair and Secretary positions {vote later by email}
Nominated for the vice president position were Angus Wilkinson and Lynn Walker. The actual voting will be later by email. The secretary will sent out the ballot and inform the committee of the results before the next conference.
- SNS and HFIR sub-group member selection
Nominated were Kim Tait and Lynn Walker to join the SNS and HFIR subcommittees, respectively. It was mentioned that the individual committees might setup their own phone conferences for sub committee issues. OLD BUSINESS
- SHUG By-law issues (re-election issues, term limits, annual meeting)
Concerns that the continuity will get lost with only two year terms of the members. Probably, three year appointments are desirable. Create position of historian as a non voting permanent member. The historian would keep track of recurring issues in an accessible archive. Motion to ask Paul Butler to begin an email conversation on this topic, complete with some history of the by-laws document. .
- Chair as ex-officio member of Sci Advisory Boards? SNS, HFIR, JINS
The idea of SHUG being invited to Advisory Board meetings was welcomed. Even more, being a permanent non voting member of HFIR and SNS Advisory Boards found general acceptance.
Next meeting we should invite Al Ekkebus (SNS) and Greg Smith (HFIR) to discuss their notes from the Facilities managers meeting, current schedule for bringing HFIR instruments on line, HFIR SAC, and access to a SHUG email list.
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