
			CINP Board Meeting Minutes

			      Oct 31, 2017
            13:00 Atl/12:00 East/11:00 MB/0:00 SK&AB/09:00 BC

Attendance: Michael Gericke, Jeff Martin, Rituparna Kanungo, Sangyong Jeon,
Garth Huber, Jens Dilling

Absent: David Hornidge Iris Dillmann

Minutes taken by SJ

1. Approval of Agenda
   Motion by RK. Agenda was approved.

2. Approval of Minutes of Sept 05/17
   Moved by RK.
   Seconded by JM.
   Minutes were approved.

3. Resignation of J. Dilling from Board -- After the agenda item 5.

4. Finance Report (submitted by Iris, not in attendance)

   - Three summer scholarships were not yet paid and not yet on ID's report.
     The recipients were contacted. One replied but two didn't reply yet. 
     About $10k summer award money is still to be paid.
   - We have not received CUPC invoice
   - CUPC and summer awards should be included in the report and should be
     reflected in the balance
   - W. van Oers was no able to attend IUPAC due to illness. He has requested
     that we pay for his cancellation fee of $286.00. Since his funding for the
     trip was previously approved, it was decided without motion to pay for the
     fee.

   Motion to approve the finance report moved by MG.

   Seconded by RK.
   Motion passed.

5. Executive Director Report (Garth)

  (a) Membership
      - Discussion on default policy: GH affirmed that the current policy is
        to remove Associate Membership if the member in question is
        unresponsive to renewal request.

     Motion by RK:
     Discontinue  Patrick Walden, Steffen Cruz and Mehrnoosh Tahani.
     Contact Juris Svenne again. 
     Renew Wim vanOers, Jim Birchall, Gordon Ball, Martin Acorta, Nikita Bernier,
     Joochun Park.
     Approve full membership application of Manu Paranjape, Ruben Sanapen,
     and associate membership application of Mike Pearson.
     Seconded by SJ.
     Motion passed.

  (b) WNPPC Travel Awards
      GH proposed 6 student travel assistantships at $500/each as per
      preliminary budget last spring.
      Moved by SJ to approve. 
      Seconded by RK.
      Motion passed.
      Volunteers for the members of the Selection Committee are JD, MG and GH.

  (c) Request to share WNPPC student prizes with IPP
      Moved to approve the contribution of $250 to the student prize by RK.
      Seconded by JD.
      Motion passed.

  (d) Other Items for Shorter Discussion
      - Update re. Finance Committee Pre-Budget Meeting in Saskatoon
        GH reported that 7 MP's were in attendance. 
        The need for neutron facility initiative was discussed. 
        Possible site for the neutron reactor: McMaster.
      
        The most asked question from the officials about Naylor report was
        about the indirect cost to research. We need to educate the officials
        better on what it is and why it is absolutely necessary. For instance,
        if the grant does not provide this, it will have to come from the
        tuition.

        Another often asked question was Naylor report's impact on economy. We
        need to emphasize to our officials that it is advances in fundamental
        science that actually fuel innovations in technology.

      - Update re. CUPC Travel Award competition
        GH reported that 6 applications were received and the selection
        committee led by Juliette Mammei (other members are SJ and Adam
        Garnsworthy) selected 4 awardees.

      - Update re. SAPES Fall Policy Mtg & Large Project Day
        GH reported that the format of the competition week has changed this
        year.  There are now only 4 days with much tighter schedule. GH will give
        a presentation on behalf of CINP.

      - Schedule for CINP meetings at 2018 CAP Congress
        Plenary talks are scheduled on Monday morning. So our meeting will be
        on Thursday.
	
      - Upcoming Newsletter
        GH will circulate the draft at the end of November.

3. Resignation of J. Dilling from Board -- Moved here to give JD time to join
   the meeting.

   JD expressed gratitude and continued support.
   RK thanked JD on behalf of CINP for his exemplary service.
   GH proposed to call a special meeting with the institutional members to
   discuss the replacement for the JD's seat in the board.
   Moved by SJ.
   Seconded by JD.
   Motion passed.

6. News from TRIUMF
  -JD reported that ARIEL has had an external review of the program. 
   ARIEL is lagging behind the projected schedule and more resources are needed
   to have it online by 2019.  ARIEL and TRIUMF are discussing how to move
   forward. It may be necessary to reduce TRIUMF operation time to have ARIEL
   back on schedule. Otherwise, ARIEL could be delayed by 1 or 2 years.

  -Helmholtz Institute from Germany visited TRIUMF to discuss possible
   connections.
   
  -South Korean Ambassador to Canada visited TRIUMF for possible science and
   technology opportunities. 
   
  -New opportunities for collaborations with South Korea, Brazil and Israel may
   be possible in near future with or without industrial partnership.

7. Other Business
   - RK will represent CINP in the ICFA meeting. 
     CERN officials will visit Ottawa to have a discussion with government
     officials on further collaboration.
   
   - EDIT school in Fermilab: TRIUMF is participating as an observer. Registration
     details on CINP website.
   
   - Webpage has been updated with the updated logo.

8. Approximate date of next meeting
   - Early January. GH will circulate a doodle poll.

Meeting adjourned.

Appendix:

Additional item approved by Email vote on Nov 15:
The EDIT school requested a financial support of $2000 after the meeting was
adjourned.  After rounds of email discussions, a motion was made by RK on Nov
15th via email:

Support the EDIT school support at the requested $2000 under the following
conditions:
- support is provided for graduate students only
- funded students must indicate that they are working on CINP related projects
  at a Canadian university, and that their supervisor is a member of the CINP
- after the school is over, we request the names of the students receiving our
  funds, along with their institution and supervisor name
- funds will be paid upon receipt of an invoice for $2000 
Seconded by SJ.
Motion passed.
