
                       CINP-ICPN Board Meeting
                            Sept 29, 2010

                               Minutes

In attendance: Roby Austin, Jean Barette, Jens Dilling, Garth Huber, Kumar Sharma
Absent: Paul Garrett

The meeting was held by teleconference and chaired by KS.  Minutes taken by GH.
    
 1. Approval of Agenda:
    One item was added to the agenda circulated earlier by RA, 
    Treasurer.
    Approved as modified: Barette/Austin.

2.  Approval of the minutes of July 27, 2010:
    Approved without change: Huber/Austin.

3.  Treasurer:
    Kumar reports that there is a backlog of bills that need paying, and that
    he has been in frequent communication with Paul on this.  There have been
    issues involved with the fact that Guelph only accepts original receipts
    and not scans or copies of them, but these are gradually getting cleared
    up.  An acceptable procedure seems to be to send scans of bills to Paul, so
    that he can approve payment, but to send the originals by post to his
    secretary in Guelph.

    Once we understand the procedures, it will be helpful to post the procedure
    on the CINP website.  Need clear instructions from Guelph on exactly what
    they require in terms of receipts, what to do if original receipt is lost,
    and the relevant forms.

    Paul has also submitted the following update on our finances via email:
>    Date: September 29, 2010 7:34:24 AM ADT
>    Hi Roby and Kumar,
>
>    Since I wont be participating in the meeting, I thought I would give a
>    summary of where our finances stand.
>
>    In our non-NSERC bank account, we currently have $25,557.  Outstanding
>    expenses are the CAP speaker ($1581.01), Manitoba's expenses, and audit
>    fees.  A guess for Manitoba expenses is $2.5k, and the audit fees are $4k,
>    and so we have about $17.5k unencumbered.
>
>    We have $3k of dues in arrears for FY08: Guelph $2k, Sask $1k.  For FY09, we
>    have $5k of dues in arrears: Guelph $1k, Sask $1k, Man. $3k
>
>    I have not yet generated invoices for FY10, but will do so soon.  The
>    projected income is $19k., of which we have already received $2.5k
>    (Regina).
>
>    Thus, the total outstanding dues and FY10 projected is $27k, giving us a
>    net of about $41.5k.
>
>    Our NSERC account we carried forward from FY09 $13.5k, and so far we have
>    paid $1.5k for the NA workshop, with commitment of $2k for the SEWN2010
>    (awaiting invoice), and expenses submitted from Davids and Kumar for the THM
>    totaling $2073.75, giving us unencumbered $32,926.00
>
>    Cheers,
>    Paul

    MOTION:
    Subject to Paul's acceptance of the nomination, we move to approve Paul as
    Treasurer for one year.  We also appreciate Paul's effort in dealing with
    these financial matters remotely during his sabbatical year.
    Approved: Barette/Dilling

4.  Secretary:
    Approve Garth as Secretary for one year.  The primary duties are to take
    minutes, send out notices, count ballots in elections, etc.
    Approved: Austin/Barette

5.  SAP LRP 2011-16:
    KS reports that drafts for the respective chapters of the CINP brief are
    coming in slowly.  Once he has these, Kumar will write the connecting
    sections and send out a second version of the brief for comments.

    The brief writing committee is planning a meeting at SFU on Oct 12-13 to
    finalize the brief.  Since the brief is due to be submitted to NSERC on Oct
    15, there will essentially be no time for community input once the brief is
    written.

6.  Sponsorship of Conferences & Workshops:
    Discussion is deferred until our next meeting.  KS will have to convert
    Roby's forms to editable PDF.  A list of conferences already supported by
    the CINP should also be posted on the website.

7.  Discussion of CINP Sponsored Speaker at CAP;
    Kumar propsed that CINP sponsor a plenary speaker at the next CAP Congress,
    in recognition of the 100th anniversary of the discovery of the nucleus.
    This might also help to raise the profile of Nuclear Theory (especially) in
    Canada.

    There was some discussion on possible speakers.  Since St. John's is
    relatively close to Europe, one possibility would be to make use of this to
    bring in a European speaker.
    Suggestions: Langaker or Nazarewich.
    Title: The Quest of Modern Nuclear Structure: How Far We Have Come.

    MOTION:
    The CINP is willing to pay up to $2000 to bring a distinguished Nuclear
    Physics speaker to the CAP Plenary Session, in exchange for suitable
    recognition in the CAP program.
    Approved: Barette/Dilling

8.  New Members:
    Application of Jason Donev (Calgary).
    - A supporing statement was received from the Nucl.Educ. SWG Head
      (Andreiou), who encouraged him to apply.
    - Still need an updated application form with the %time spent on CINP
      compatible activities >50%.
    - Final decision tabled until revised form is received.

    KS has made a form-fillable PDF application form with Jean's name instead
    of Adam's.  Will send it to ZP for posting on the CINP website.

    JB will contact Haq @ Laurentian regarding membership.  He will also speak
    with Art McDonald on his suggestions re. SNOLab.

9.  Executive Director:
    GH circulated a draft list of responsibilites for the CINP Executive
    Director, largely modeled from his prior discussions with William Trischuk
    on the responsibilities of the IPP Director.
    There was some discussion on the respective roles of the CINP President and
    Exec.Director General consensus that this responsibilities list is
    appropriate.  The final list will of course depend on negotiations with the
    selected candidate and the respective personalities/skill sets of the
    President and Exec.Director.

    Further discussion was tabeled until our next meeting.  GH will draft a
    paragraph encapsulating these for a future advertisement.

10. Next meetings:
    Afternoon meetings in the last Wednesday of each month seem best for
    everyone.
    The next two meetings are:
    Oct 27 @ 15:30 CST.
    Nov 24 @ 15:00 CST.
    GH will send notices and book the TeleConferences.
