
			CINP Board Meeting Minutes

			      Sept 5, 2017
            13:00 Atl/12:00 East/11:00 MB/10:00 SK&AB/09:00 BC

Participants: Garth Huber, Jeff Martin, Rituparna Kanungo, Sangyong Jeon,
   Michael Gericke, Iris Dillmann, David Hornidge
Absent: Jens Dilling

Presiding: R.Kanungo

1. Approval of Agenda: 
No comments from the participants.
Approved by consensus.

2. Approval of Minutes of May 28/17:
Motion by MG
Second: RK
Motion passed. 

3. Finance Report (Iris)
   a) financial updates:
    Private account balance ~ 51k
    NSERC account balance ~ 47k
    Comments and discussions:
    RK: Request written summary for the next meeting
    GH: Need to communicate the list of PI's to NSERC - Info to ID.
    GH: This will be the first year we file the income tax return separate 
    from the corporate tax return - Employ HR Block or similar for this 
    year to gain experience if the fee is ~1k.

    Motion by RK: If the cost is ~1k, ID will proceed with filing the income 
    tax via a suitable tax company.
    Second: JM
    Motion passed.
    
   b) 2017 member invoices:
    Distribute invoices to the member institutions in September.
    Comments and discussions:
    Deadline ambiguous? - The letters say "due upon receipt". Keep this for now.

  Motion by RK: Approve ID's report
  Second: JM.
  Motion passed.

4. Item following from AGM in Kingston
   a) Policy on late reimbursement claims

      GH:
      Proposed Policy: unclaimed awards (e.g. Student Conference Travel Awards,
      URS, etc.) expire 3 months after the completion of the relevant activity
      (conference travel, invoice date, etc.)

      Amendment: Add an exception clause that with the written approval of 
      CINP, the above condition can be relaxed. 

      Motion by RK: Approve this policy with the amendment:
      Second JM.
      Motion passed.

5. Executive Director Report (Garth)
   a) Canadian Undergraduate Physics Conference
      - GH proposes 4 student travel assistantships at $500/each as per
        preliminary budget last spring
          - conference date is Oct 20-24, at Carleton
          - last year we awarded 3x$500 as we did not have 4 applicants for
	    CUPC at Dalhousie
          - need a motion to approve
          - need members for selection committee

      Motion by SJ to approve the 4 $500 award.
      Second by RK.
      Motion approved.

      Selection Committee: SJ, Juliette Mammei is suggested (GH will 
      contact) and ID will see if a third person from TRIUMF is available

   b) Conference Sponsorship Requests
      - Carleton CUPC 2017 request for $1500

      Motion by RK: We provide $1000 to CUPC (Bronze level sponsor)
      Second: SJ
      Motion passed.

   c) Membership
      New Application:
        137 - GF Grinyer
      Motion by RK to approve Grinyer's application
      Second: DH
      Motion passed
      
      Discontinue:
        009- Lothar Buchmann
      Motion by RK to discontinue Buchmann's membership
      Second: SJ
      Motion passed
      
      Associate Member renewals:
        July, 2017 - 11 members to be reviewed at next meeting
      Discussion regarding potential new Institutional Members
     
      Comments and Discussion: Memorial with S.Barkanova and A.Aleksejevs 
      can be a potential member institution. Conversations with Calgary 
      are proceeding but slow.

   d) ICFA Conference Invitation:
      Comments and discussions:
      RK will attend and represent CINP

   e) Updates on Context Document Update and Fundamental Science Review:
      Comments and discussions:
      GH: Member institutions which have not updated information should do it 
      as soon as possible.
      GH: Fundamental Science Review: Contact politicians.
      
   f) Upcoming Newsletter
      GH: Next one will be out October or November. Submit your ideas, 
      contents and news.


6. News from TRIUMF (Jens and/or Iris)
   ID: PPAC internal deadline is September 12th. 

7. Other Business
   None.

8. Approximate date of next meeting
   GH: Will set up a doodle poll for the next one in October.

9. Adjourn
