			   CINP Board Meeting Minutes

			      Jan 17, 2018
                13:30 Atl/12:30 East/11:30 MB&SK/09:30 BC

Attendees: Ritu Kanungo, Sangyong Jeon, Garth Huber, Iris Dillmann, Dave Hornidge, Michael Gericke
Absent: Jeff Martin
   
1. Approval of Agenda

Agenda was approved by consensus

2. Approval of Minutes
   - Oct 31/17 (including also E-vote to support EBIT school)

Motion to approve by MG
Seconded by RK
Minutes were approved.

3. Finance Report (Iris)
   a) status of NSERC account and projection to March 31, 2018

ID: NSERC account: Surplus of about 10.7k is projected by the end of March, 2018.
This will be moved to next fiscal year's budget.

Discussions and Comments:
RK: Are items marked red included in the projection?
ID: Yes. 

SJ: Is it normal to have a surplus that size?
ID: We didn't have a long range plan meeting.

ID: Private account: It's in good shape with about 50k in the balance.
   
   b) update of member invoices paid to date

Still need to collect membership fee from Mount Allison and Winnipeg.

Motion to approve ID's report by RK.
Seconded by SJ.


4. Executive Director Report (Garth)
   a) Membership

      New Applications
      141 - Mohammad Ahmady

Discussions and Comments:
DH: Mohammad is relevant to Nuclear Physics. Will contribute
to the CINP fee payment from Allison.
 
      142 - Ryan Ambrose (Associate)
      143 - Robert Laxdal

Discussions and Comments:
RK: Accelerator physics relevant to Nuclear Physics.
DH: He applied to be eligible for travel money for his students.

      144 - Samip Basnet (Associate)

      Associate Membership Terminations
      011 - Juris Svenne

Retired. No longer active.

      048 - Paul Finlay (left field, now with RBC in Toronto)

Left the field.

      124 - Jack Henderson (now at LBNL, TRIUMF email bounces)

LBNL. Not reachable any more.

Motion to approve the membership for Ahmady, Ambrose, Laxdal and Basnet and
termination of the membership of Svenne, Finlay and Henderson by SJ.
Seconded by RK.

   b) Conference Support Request
      - APCTP-TRIUMF Joint Workshop on "Understanding Nuclei from Different
        Theoretical Approaches"

Motion to approve by RK.
Seconded by MG.

   c) Proposed budget for FY18
      - possible new initiatives:
          - In the 2014 NSERC application for the CINP MRS grant, we 
            proposed a $9k/year graduate and PDF travel support program 
            to summer schools that was not funded. One possibility would 
            be a reduced version of this program.
          - An alternate possibility would be a program to help PDFs 
            present their work at conferences, to better position them for 
            permanent positions, or something along these lines. 
          - Other ideas??

Discussions and Comments:
Some discussions on whether attending summer schools outside of the immediate field 
(e.g. software summer school) can be funded by NSERC grants.
GH will draft a proposal combining the summer school support and the conference
support and present it in the next board meeting.


   d) Undergraduate Research Scholarships (URS)
      - last year we funded 5 scholarships (5*$3600=$18.0k) and 1 travel 
        supplement (more typical number is 3).
      - supervisor required to supplement to a total stipend not less than
        $7600
      - last year's application deadline was Monday, March 6
      - need a motion to approve
      - need members for selection committee

Discussions and Comments:
GH: Last year, 10 applied and 5 were awarded.
SAPES is worried that URS may not be as competitive as USRA.
DH: 5 is an artificial cut-off.
RK: Increase the scholarship amount to 4k so that the total is 8k including
the supervisor portion. Instead of fixing the number of awardees to 5, we award
maximum of 5 students. 

Proposed budget: 20k for the scholarship and 3.9k for the associated travel support
for the recipients. This year's application deadline is March 5th.

Motion to approve the proposed budget by RK.
Seconded by DH.

Selection committee: SJ and other volunteers.

   e) Other News
      - SAPES Large Projects Day: Jan 29, followed by meetings in Ottawa

GH: Presentation at 11:30, in camera. Will meet with the Associate Deputy Minister on Tuesday.
Will try to get a meeting with CFI and NSERC people. 

5. News from TRIUMF (ID)

ID: PPAC documents are now available. 
GH: Can post it on the CINP website.

ID: TRIUMF beam shutdown extended to help ARIEL. 
TRIUMF 50 year celebrations planned from April to September.
TRIUMF may contact us for the Detector Summer School.

RK: Is having News from TRIUMF useful? If so, board should consider
asking more formally for the TRIUMF management to provide CINP board with News.
ID: We should as Reiner or John first about this.
DH: Is there a newsletter from TRIUMF?
RK: No.
ID: News such as the all-hands-meeting useful.
RK: Don’t we always have a TRIUMF person in the board?
GH: Not always the case. Likely but not guaranteed.

Discussions to be continued. 

6. Other Business

None.

7. Approximate date of next meeting

GH: One more meeting before the end of the fiscal year. In the week of March 19. Will send out a doodle poll.

8. Adjourned at 13:34 EST.
