Minutes
CINP Board Meeting
Nov 22, 2018

present: Iris Dillmann (ID), Garth Huber (GH), Jeff Martin (JWM),
Rituparna Kanungo (RK), GF Grinyer (GFG), and Michael Gericke (MTWG)

regrets: Chris Ruiz, Sangyong Jeon

minutes by JWM

1. Approval of Agenda -- approved as below

2. Approval of Minutes of Sept 24/18
-- this item was initially skipped due to lack of quorum, and we returned
   to it with the following notes
-- GFG notes his name should be added to the minutes as he was present
-- Motion to approve as amended (RK, GFG)

3. Finance Report (Iris)
a) GH estimate of unallocated grant funds: $8207

-- discussion confirms the estimate
-- subsequent update 10 mins later from ID via email:  can update this
   to $9500 unallocated based on unexpended amount from Jason Holt's URS.

b) Update on financial statements and tax work with Shirley Reeve

-- Shirley will help with setting up a framework and with taxes,
   especially for the private account

c) Update on member invoices
-- They have been issued by ID this week.
-- Motion:  approval of financial report (RK, MTWG)

4. Executive Director Report (Garth)
a) Membership
      Associate Member review:
      - requests to renew for 3 more years
        053 - Chuck Davis
        077 - Alex Laffoley
        081 - Vinzenz Bildstein
        118 - Ahmed Foda
        119 - Tegan Beattie
        120 - Jamie Stoker
        121 - Jaspreet Randhawa
        123 - Lori Rebenitsch
      - upgrade to Faculty status
        073 - Jennifer Fallis-Starhunter
      - delete from roster
        122 - Noemi Ochoa
      New Applications (Associate):
        150 - Karthik Suresh
        151 - Vijay Kumar

-- Motion: approve all the Associate Member renewals (numbers 053,
   077, 081, 118, 119, 120, 121, 128) and new Associate Members
   (numbers 150, 151) (MTWG,RK)

-- Motion: approve Faculty Member (Fallis Starhunter, number 073)
   (RK,JWM)

-- Noemi Ochoa is no longer eligible and will be removed (number 122).

b) Conference support requests
- John d'Auria Symposium at CAP Congress

-- Motion:  approve $500 for student prizes (RK,GFG)

- WNPPC student awards (split with IPP)

-- Motion:  approve $250 for student prizes (RK,JWM)

c) External consultations

- input to European Strategy for Particle Physics 2020

-- Brigitte Vachon serves on the 1st-level committee that reviews our letter
-- GH will submit our letter -- deadline for final comments Nov. 30, 2018.

- letter in support of ICHEP-2022

-- Brigitte Vachon requested letter of support to host ICHEP-2022 in
   Montreal

- SAPES fall policy meeting, Nov 20

-- GH noted large turn-over in NSERC staff, especially SAPES

- NSERC Discovery Research support survey input, Nov 26

-- GH noted ongoing NSERC internal reviews and survey input

- SAPES large projects day, Feb 25

-- Date noted.  GH and Mike Roney will see presentations of the large
   projects (was an issue last year).


d) Schedule for CINP meetings at 2019 CAP Congress

-- all meetings will be on the Thursday.  (Board, joint CINP-IPP, and
   individual members AGM)

5. Discussion on website migration

-- GH update:  Chris Ruiz is seeking a quote.

6. News from TRIUMF

-- RK: IPR took place last week and went well.  GH: PPAC and ACOT
   meetings completed.

7. Approximate date of next meeting

-- GH: Late January or early February.  Issues: Draft budget for final
   FY of NSERC grant, URS program for 2019, treasurer search.


8. Other Business

- discussion on CINP Treasurer replacement at end of MRS grant period

-- Need to name a new treasurer by ~June 2019 in order to complete the
   next NSERC application.  GH suggests a nominating committee be
   formed.  JWM and RK volunteer to serve.

-- Motion: form such a committee with GH, RK, JWM as members
   (MTWG,GFG)

-- RK: JWM be reminded to write a letter in support of ID's PPR.  Due
   likely in the spring.

-- RK: presentation at NuPECC meeting in Warsaw. Nuclear Physics in
   Canada to be represented, using LRP, 5YP, Euro-strategy letter as
   input.  Can borrow from GH's large-project day presentation.

9. Adjourn

-- done!

Addendum: E-vote on Theory Canada workshop request:

Motion by RK:

CINP Board approves the Theory Canada workshop support request of $1000
with the condition that the funds will be used only for supporting the 
registration fee for Canadian nuclear physicists. CINP will require the 
organizers to provide information on the names of the 
speakers/participants who were supported.

The motion was approved unanimously by evote on Jan 8, 2019.

Clarification added Jan 10:
It is okay to spend the funds to cover the local costs of Canadian nuclear 
physicists, in addition to registration fees, with a preference to support 
HQP if possible.
