Charter/Bylaws for the Partner Users Council
of the Advanced Photon Source

Ratified 11 November 2005

1. Introduction. The Advanced Photon Source (APS) is a state-of-the-art third-generation x-ray source funded by the United States Department of Energy (DOE) as a national resource to carry out forefront basic and applied research in a wide variety of scientific disciplines. Much of the research is conducted and facilitated by Partner Users, which have entered into agreements with the APS either to build and operate facilities at the APS or to otherwise significantly enhance the programs of the APS. As a result, Partner User organizations represent significant commitments and investments from non-APS and non-DOE sources. Effective communication between the Partner Users and the APS is essential to achieving their common goals and to carrying out their joint mission. Consequently, the various Partner Users have come together to create a Council to discuss issues and to facilitate communication with APS management.
2. Name. This organization shall be called the Advanced Photon Source (APS) Partner Users Council (PUC).
3. Functions.
 
a. The Council shall be advisory to the Associate Laboratory Director for the Advanced Photon Source.. Written recommendations are to be provided to the APS-ALD, APSUO-Steering Committee, or the APS-SAC as required.
b. The Council shall provide advice and recommendations to the ALD in the matters affecting current and future beamline operations, APS facility development, and the special APS-to-Partner User relationship.
c. The Council shall serve as an advocacy group for the facility, its partners, and the user community.
4. Organization
 
a. The PUC will consist of members at large and an Executive Board.
b. The entire membership will meet at least annually; the smaller Executive Board will meet at least quarterly to conduct the business of the PUC.
c. Members-at-Large
i.
The Spokesperson for each active Partner User Proposal is a member of the PUC.
ii.
A CAT is recognized as an extended-scope Partner User, so each CAT Director or a permanent policy-level designee, is a member of the PUC. CAT Directors also serve on the PUC Executive Board.
iii.
A CDT is considered an extended-scope Partner User until it transitions to an XOR sector. Each CDT Director is a member of the PUC.
iv.
Each XOR-operated sector may appoint the chairman of its advisory committee to the PUC, provided that the chairman of the advisory committee is external to APS. The Chair of each advisory committee shall also serve on the PUC Executive Board.
v.
The essential functions of local staff that are permanently stationed at the APS are recognized. Each sector shall appoint one member to the PUC to represent the interests of that sector. This Sector Representative must be a resident user or APS staff member. For CAT or CDT sectors, this individual is in addition to those identified in i., ii., or iii. above.
vi.
The PUC Executive Board may recognize Special Interest Groups (SIGs) in areas that are deemed essential and otherwise not represented. The chairperson of each these groups is a member of the PUC.
vii.
The TWG is recognized as a valuable vehicle for exchange of technical information and discovery. The Chairperson of the TWG is a member of the PUC.
viii.
The Chair or designee of the APSUO Steering Committee is a member the PUC.
d. Executive Board
 
i.
Members: The Executive Board shall consist of external stakeholders, which for each CAT and CDT will include the Directors or permanently designated policy-level individuals. For CATs or CDTs encompassing multiple sectors with different missions, each sector may have a separate representative in liu of a single representative for the entire consortium. In addition, the APS may appoint one representative to serve on the Executive Committee.
ii.
Executive Board Officers.
1. Chairperson. The members of the Executive Board shall elect from among themselves a Chairperson who shall conduct meetings and act as a point of contact for the PUC. The Chairperson shall be responsible for calling and chairing the meetings. The Chairperson of the Executive Board shall also chair the meetings of the members-at-large.
a. Roles and Responsibilities
(a) The Chair of the Executive Board shall serve as representative (ex-officio) to the SAC, or may designate this responsibility to another PUC member. This role requires participation in annual SAC meetings, sector reviews, and other activities requested by the APS.
(b) The Chair of the Executive Board shall serve as representative to the APS Operations Directorate, or may designate this responsibility to another PUC member.
(c) The Chair of the Executive Board shall provide input to the APS monthly operations meeting planning, or may designate this responsibility to another PUC member.
(d) The Chair of the Executive Board shall maintain a list of all members of the PUC and the Executive Board.
b. Term of Office. Officers will serve for a period of two years.
2. Chairperson-elect. The members of the Executive Board shall elect from among themselves a Chairperson-elect who shall assist the Chairperson and shall assume the role of the Chairperson at the end of the Chairperson's term.
e. Standing Committees.
i.
Nominations Committee. The past chairperson of the Executive Board shall select a committee to create a slate of candidates to serve as Chair-elect. At least 2 candidates must be presented to the Board for its consideration.
ii.
Rules Committee. The Executive Board shall select from among its members a committee to interface with the APS on matters that affect the APS Policies and Procedures. This committee is also responsible for interpretation of these by-laws.
iii.
Ad Hoc Representation. From time to time, the Executive Board may create other ad hoc positions for specific purposes when APS or other entities request representation from the Council. The Executive Board shall specify a term for the appointment when the appointment is made.
f. Meetings
i.
Periodic regular meetings shall be held at the APS site. The Partner User Council Members-at-Large shall meet at least annually, usually at the time of the Annual APS Users' Meeting in May and in October.
ii.
The PUC Executive Board shall meet at least quarterly at the APS. Additional special meetings may be called by the Executive Board Chairperson and may take place at the APS, another venue, via conference call, via teleconference, or via videoconference.
iii.
The Advanced Photon Source shall provide administrative support for all PUC and PUC Executive Board Meetings.
iv.
Nominations, Rules, and ad-hoc committees are expected to meet as needed to accomplish the goals and objectives of the respective group.
v.
The Executive Board Chairperson shall call a special Executive Board meeting on the written request of five or more members.
vi.
The Executive Board can call a special meeting of the entire PUC.
vii.
A quorum shall be a minimum of 2/3 of the members. Officers shall be elected by a simple majority vote.
5. Amendments. Proposed revisions or amendments to the bylaws shall be submitted to the Executive Board Chairperson for consideration at the annual meeting of the Council. The bylaws shall be approved if two-thirds of all members favorably vote for the amendment or revision within two weeks of the meeting. Voting outside of a meeting may be done either via electronic mail, fax, or post.