
                       CINP Board Meeting Minutes

			      Sept 24, 2018
            14:00 Atl/13:00 East/12:00 MB/11:00 SK&AB/10:00 BC

In attendance: Ritu Kanungo, Sangong Jeon, Michael Gericke, Chris Ruiz,
  Jeff Martin, GF Grinyer
Non-voting: Garth Huber, Iris Dillmann
Observer: Zisis Papandreou

1. Approval of Agenda
-  Approved by consensus

2. Approval of Minutes of June 14/18, including Email vote on June 22
   Moved: RK
   Seconded: CR

3. Discussion on website hosting options 
-  This was postponed until Zisis could join (see below).

4. Finance Report (Iris reported)

a) Fiscal Update
-  About $40k available in the NSERC account for this fiscal year.
   There is some money left for additional Junior Science Awards.
-  About $27k in the private account.
   All member institute fees for the last fiscal year have come in.
-  Finance report to be attached to the minutes. 

   Moved: RK
   Seconded: MG

b) Summary of soliciting vs. non-soliciting discussion from June
  RK: We do not need an annual audit. But we do need an auditor on retainer.
-  Full audit every 5 years.
-  If IPP has someone already, we may be able to use the same person.
  ID: IPP may need a full audit. Will contact former Comptroller of TRIUMF
   (Shirley Reeve) for advice.

c) Short discussion on streamlined travel award claim procedure
   Suggestion: Process the award at the home institution, then send the invoice
   to TRIUMF. This will be more transparent to the profs, result in faster
   payment to students, and reduce ID's workload.

d) 2018 member invoices
-  Invoice will be sent out soon. 
  ID: We still need to file the tax form.
  RK to Chris: Please contact Shirley Reeve.
   Second option is Paul Garrett's auditor at Guelph.

5. Executive Director Report (Garth)
e) Winter Nuclear and Particle Physics Conference
  GH: Shall we raise the student travel award amount from $500 to $600, as the
   amount has not changed since at least 2013?
  RK: We have enough funds. Let's move to have 6 awards of $600.

   Moved: SJ
   Seconded: CR

  GH: Need volunteers to help evaluate the applications.

   MG and SJ volunteer.

a) Report on CUPC student award competition
   CR and GH evaluated the CUPC applications. 5 applications were received, 4
   were approved.
   Our conference sponsor level: Bronze.

b) Membership
   New Applications:
      147 - Lucas Darroch (Assoc)
      148 - Derek Harnett (Faculty)
      149 - Stephen Kay (Assoc)

   Motion to approve all 3.
   Moved: RK
   Seconded: JM

JM left the meeting at 13:31 eastern.

c) Proposed policy on last minute conference support applications
   Discussion:
  GH: Do we need a standing policy on last minute applications?
  RK: We need a guideline.
  GH: We already had discussion in the summer. We should require 3 months
   prior to the conference.
  CR: The wording is not clear. Motion: "4 months before the date of the
   conference, or the worshop early registration deadline, whichever comes
   first".
  ID: The policy should appear on the CINP webpage

   Moved: CR
   Seconded: SJ

  GH: Will draft new wording, circulate, and then put it on the website

d) External consultations

European Strategy for Particle Physics 2020:
  GH: Will draft a letter including ALPHA, Heavy Ion Colllision programs at
   the LHC, Charles Gale's suggestions, and JM's suggestions, and then
   circulate.
   
GH: Another item to discuss, added at last-minute: 
   Corina Andreiou asked CINP to cover the expenses for a couple of speakers
   for John D'Auria's memorial workshop at 2019 CAP Congress.

SJ leaves, discussion continues.  Notes taken by RK and GH.

  GH: CINP once helped DNP pay the cost of an invited plenary speaker at CAP
   Congress, but otherwise CINP has only provided organizational support.
  RK: as DNP Chair, Reiner Kruecken did not provide any DNP
   support for invited speakers, so we should not either.

-  Decide by consensus CINP support limited to student prizes for the
   workshop.  GH to relay this info to Corina, so that she may submit an
   application to be discussed at our next meeting.
   

3) Website hosting

  CR: spoke about TRIUMF hosting the CINP website on the same server already
   used by the Dragon Collaboration.  He says this has already been
   agreed upon by Jens Dilling and Reiner Kruecken.  Foresees no issues with
   any overhead this might cause TRIUMF.
-  CINP needs a commercial copy to do Drupal software upgrades and maintenance.
   GH does all of the content updates, and takes care of the CINP domain
   registration.
   
  Next action: CR will collect price quotes and by end of the year Zsis
   will help with the migration of the website.

MG leaves.

6. News from TRIUMF (Chris reported)

-  some important dates for schedule of meetings at TRIUMF coming up, mainly
   regarding TRIUMF Five Year plan submission.
   
7. Approximate date of next meeting

-  week of Nov 19.  GH will set up a Doodle Poll.

8. Other Business

-  Treasurer requests to CINP Board (discussed by remaining members in-camera)

-  RK reported NuPECC invited her to attend their meeting in March in Warsaw.

9. Adjourn
