[Hallc] [EXTERNAL] Please vote on the proposed changes to the Hall C User Board By-laws

[Mark Macrae Dalton]

Dear Hall C community,

I encourage people NOT to vote for these new bylaws, even if they think they agree with the content, because the implications are unclear.  What is a reasonable number of candidates?  Can the UB reject nominated candidates?  How many nominations per candidate is sufficient to be considered by the UB?  Or are the UB nominations separate from the community nominations?  In other words what is the purpose of the UB nominations part?  I apologize if this was clear at the Hall C Summer collaboration meeting but I propose that it be made clear in the bylaws.
Other questions include, Do you really want the terms to coincide with the election, as is written?  There are no dates at all, who decides when the election is held?

In addition, may I propose that an update to this part of the bylaws be reordered to take the following logical structure:

1. the structure and terms of the UB
2. the nominations procedure
3. the voting procedure

I took a stab at this reordering of the update to make the nomination inconsistencies clear, and to inspire you to produce version that is at least more clear in its intentions.  The rhetorical questions above remain to be addressed in the next version.  Can we agree that "members may vote for their favorite candidates” is assumed?

The User Board (UB) consists of six members elected for a period of (3) three years in staggered terms.
The UB shall have two new individuals elected annually by the members of the Organization as Board Members, to replace Board Members who retire from office at the time of such election.
Any member of the user organization can nominate candidates.
A reasonable number of candidates will be proposed by the UB.
Members that accept the nomination and run for election must provide a brief candidate statement.
The election will be conducted online.
The technology used for the election must allow for users to vote for no more than two candidates or abstain.

To the community, I encourage you to send this back to the drawing board.

Best,
Mark


On Oct 24, 2025, at 02:57, Dutta, Dipangkar via Hallc <hallc at jlab.org> wrote:

Dear Hall C Colleagues,
As discussed during the Hall C Summer collaboration meeting, there were changes proposed to the Hall C User Board election by-laws. We are now ready to conduct a vote on the proposed changes. Please read the proposed changes and vote on them using the Google Form linked below.
https://docs.google.com/forms/d/e/1FAIpQLSdvgGoGY1qRAH2QmehBZryi6dtVioNxcjtXqgXjC2CVUcWfTA/viewform?fbzx=4641823319528769835<https://urldefense.proofpoint.com/v2/url?u=https-3A__docs.google.com_forms_d_e_1FAIpQLSdvgGoGY1qRAH2QmehBZryi6dtVioNxcjtXqgXjC2CVUcWfTA_viewform-3Ffbzx-3D4641823319528769835&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=QxP5KTzkAiDxkNbQw9W17g&m=xVQTnvY6UNJwqPP9-QrMzv2nja_mwMODcXgYiciNjULTyCCeVk4Uw7Oz5GpvYN87&s=ZLJM0_Ku7EHPC1UdbE0WFbDCJPmj-m7Kf0LoPTvHTls&e=>

The form has both the old election by-law and the proposed new by-law. Please vote by the EOB next Friday, 10/31/25. Thank you for your attention.

Cheers
Dipangkar Dutta
(for the Hall C User Board)
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