Board Meeting Thursday, June 14, 2018, 07:00ADT
Dalhousie University, McCain Room 2021

In attendance: Rituparna Kanungo, Chris Ruiz, Garth Huber,
Sangyong Jeon, Jeff Martin, G.F. Grinyer (by phone)

Observers: Charles Gale, Gerald Gwinner, Elie Korkmaz.

1. Introduction of new Board members and non-voting Observers

New board members Chris Ruiz and G.F.Grinyer were introduced.

2. Approval of Agenda

Agenda approved by consensus.

3. Approval of Minutes of the meeting of April 4, 2018 (taken by Sangyong Jeon)

Approval moved by RK.
Seconded by GF.

4. Appointment of Officers for 2018-19:

All three officers, President (RK), Vice President (JM) and Secretary (SJ)
agreed to continue to serve.

Motion moved by CR.
Seconded by JM.

5. Finance Report (prepared by Iris)

ID: About $50k remaining in the private account. Outgoing cost includes
GH's salary. Incoming: about $20k institutional membership fee.
Comments/Discussions:
CR: What is institutional fee used for?
GH: Non-NSERC eligible costs such as GH's salary, board meeting expenses, etc.

ID: NSERC budget healthy. 
Comments/Discussions:
RK: Any surplus? 
ID: About $15k from last year. About $6k projected for this year.
GH: Big job next year will be the NSERC grant renewal application.
ID, as the treasurer, would be the PI. Board members would need to update the
    CCV.

ID: Tax filing still needs to be done. 
    One problem to clarify: Are we a soliciting non-profit or non-soliciting
    non-profit?  Not clear since our money comes from the government but via
    NSERC. Asked HR-Block to clarify.
Comments/Discussions:
GH: Tax filing required by audits a couple of years ago. 
ID: Will find out what IPP does.

GH: Junior Scientist program is going extremely well.
    So far awarded 3. About 1/3 of the budget is already spent.
    Should be able to continue next year as a surplus is projected.

Motion to approve the financial report: CR.
Seconded by RK.

6. Executive Director Report (Garth)

-Membership
GH: 3 membership applications
146 – Ania Kwiatkowski 
145 – Li Yan (new application)
080 – Evan Rand (renewal)

Motion to approve: SJ.
Seconded by CR.

-Conference support applications
GH: CUPC early this year in August. We usually do Bronze sponsorship.
    Amend the agenda to add student support for CUPC.
    Amendment approved by consensus

Comments/Discussions:
RK, Jeff: Bronze level (1,000 CAD) should be fine.
RK: If anyone is going to the CUPC (Edmonton), it could be worth
    upgrading the sponsor level.  If not, let's keep it at the Bronze level.

Motion to approve Bronze level support: JM.
Seconded by RK.

GH: Student support for CUPC last year was 4 times 500 CAD out of 6
    applications.

Motion to approve 4 times 500 CAD student support for this year: RK.
Seconded by CR.

GH: Need one volunteer for the evaluation committee: CR volunteered.

GH: Received support request from CCUWiP
    (Canadian Conference for Undergraduate Women in Physics).

Comments/Discussions:
RK: Depends on how many of our students are going to the conference. 
    How about the In-Kind support? 
GG: How about an award? 
RK: Will depend on how many of our students actually attends. Let's see how
    many applications we get. 
GH: If we do the in-kind, we don't get the applications, the Conference does.
    We should get the report on who got what and also the abstract of the
    winning applicant.

Motion to approve one 500 CAD in-kind support for a student in nuclear physics:
SJ.
Seconded by CR.

GF: Wouldn't it be more useful to do the Bronze level support for better
    visibility?
RK: We cannot directly support the Conference since it is not directly related
    to nuclear physics.
JM: Let the organizers know that there are a lot more women in nuclear physics.

GH: Should we provide input to European Strategy for Particle Physics,
    requested by CERN Council? We can say something about our EIC efforts.

Comments/Discussions:
JM: Are there other topics than EIC?
RK, GH: We can also mention FAIR, neutrino-less double beta-decay.
RK: What are they looking for?
GH: Not clear.
JM: We can summarize the LRP and the CINP brief.
CG: CINP brief will be better since IPP would emphasize the LRP.
GH: Will draft a letter from the Canadian perspective.

GH: Movement of web server.
    DNP Server is moving to CAP. We have an NSERC budget item for something
    like this (400 CAD).  It's not been used much lately, but we can use that
    for the server fee.
    First year migratory cost would be about 1,000 CAD. Annual fee after that
    hopefully be around 200 CAD.
GG: We should not lose control of our contents.
JM: Interested in finding out service options up to 1,000 CAD annual fee.
GG: Can someone in one of the Universities do contents management?
GH: We administer the contents. 
CR: Had a good experience with Drupal. 
CG: What does IPP do?
GH: Thinks IPP uses a private company. Will find out what they do and which
    company they use.
    After meeting postscript: IPP server is located at UVic, does not use a
    private company yet, although they are considering it for the future.

JM left due to other engagement.

7. Tentative dates for next meeting
GH: Suggest the week of Sept 10. Will send a doodle poll.

8. Discussion with observers
GG: CINP is running much smoother compared to the DNP but CAP
    attendance is low. How about sponsoring topical satellite workshops to boost
    the attendance like the soft-matter community does?
ID: CAP conference is too expensive as it is. CAP meeting dates are not always
    convenient.
GH: CAP meeting dates are in the summer because that's when University
    facilities are available. Much cheaper that way compared to the APS April
    meetings where a hotel facility has to be rented.
RK: GG's idea should be discussed further. 
GH: WG chairs should play bigger roles.
CG: An annual review membership and a drive to target people in between 
    nuclear and particle would be beneficial.
RK: Also at the institutional level?
GG: Approach PPD organizers?
CG: Theorists may be more amenable. People should know about our wonderful
    programs.
GH: Approach the neutrino-less double beta decay community? GG was opposed to
    the idea before.
GG: Didn't want one group to take over, but it doesn't look like an issue any
    more.
GH: In most countries, neutrino-less double beta decay is in nuclear physics.

9. Other business

ID: NSERC renewal next year. Do we need to zero the account?
GH: Not necessary. 

10. Adjourned at 08:08.


---

Additional item approved by Email vote on June 22:

The GRIDS school requested a financial support of $2000 after the meeting was
adjourned.  After rounds of email discussions, a motion was made by RK on June
21 via email:

CINP approve $2000 to support of CINP eligible students (i.e. supervisor is
CINP member and thesis topic is in nuclear physics) to attend GRIDS. CINP will
not entertain any future requests for support that is received less than 3
months prior to the required funding approval date.

Seconded by SJ.
Motion passed.
