			CINP Board Meeting Minutes

			      Jan 21, 2019
                14:30 Atl/13:30 East/12:30 MB&SK/10:30 BC

Participants:
Michael Gericke
Chris Ruiz
Ritu Kanungo
Sangyong Jeon
Gwen Grinyer
Iris Dillmann (treasurer)
Garth Huber (exec dir)

Absent:
Jeff Martin

Minutes by SJ.

1. Approval of Agenda
Approved by consent.

2. Approval of Minutes
   - Nov 22/18 (including also E-vote to support Theory Canada)
Motion by CR.
Seconded by RK.

3. Finance Report (Iris)
   a) status of NSERC account and projection to March 31, 2019
Reports and discussions:
ID: Website budget will be more like $1,500 than the currently budgeted $1,000.
GH: CAP has not billed us the coffee break and the board meeting ($500).
It may not actually come in this year.

ID: NSERC MRS grant ends this year. Leftover can be carried over.
GH: About $5,000 projected to remain at the end of the grant.

   b) update of member invoices paid to date
ID: Should we send reminders to the Universities who have not paid their
membership fees?
RK: Yes. 

Motion to approve the Financial Report:
Moved by CR.
Seconded by RK.

Comments:
GH: ACOT housing cost may be paid by the TRIUMF director's office although not
    certain.
GH: Saint-Mary's fee increased due to the addition of Malcolm Butler.

4. Executive Director Report (Garth)
   a) Proposed budget for FY19
GH: Increase the CUPC travel support unit from $500 to $600, 
i.e. the total amount from $2,000 to $2,400.
Increase the number of WNPPC support from 6 to 7. 
This year's J.Sci funding is likely to be fully spent.
RK: This program is working well and popular. Increase the funding?
GH: Proposing to increase it to $10k.
URS support will continue as before. 
Web maintenance fee will be approximately $500/year after the full migration.

Motion: Approve the proposed budget with the amendment to increase the J.Sci
funding to $10k.
Moved by SJ.
Seconded by CR.

   b) update on Treasurer search
      - ID will continue until the end of this MRS grant period.
      - new treasurer would work with GH on new MRS grant application this
        fall, and assume full duties upon beginning of new grant on Apr 1, 2020
      - need to discuss length of appointment

GH: Greg Hackman (TRIUMF) has agreed to become the next treasurer.
ID will hold the position of Treasurer until the end of this round of the MRS
grant.

Proposal:
G.Hackman is to be appointed to the position of Treasure Designate (TD)
effective immediately.
Upon approval of this proposal, he is to be given the co-signatory power
effective immediately for both the NSERC account and the private account.
The official applicant for the next MRS grant application will be G.Hackman
which will start in August 2019 with the Notification of Intent.
He will become the Treasurer in April 2020 for the term of 5 years.

Moved by RK
Seconded by MG

Discussions: ID is to hold the title of the Past Treasurer after her term as
the Treasurer.
She will maintain the power of co-signator as the Past Treasurer.
Her name should not be removed from the accounts.

   c) Undergraduate Research Scholarships (URS)
      - last year we funded 5 scholarships (5*$4000=$20k) and 3 travel 
        supplements (up to 3*$1300=$3.9k)
      - supervisor required to supplement to a total stipend not less than
        $8000
      - last year's application deadline was Monday, March 5
      - need a motion to approve
      - need members for selection committee

Proposal: Approve the above items with March 1st as this year's deadline. 
Moved by RK.
Seconded by CR.

Chris will be on the selection committee.

   d) 5-Year Renewal of SWG Chairs
      - this begins our preparations for the next LRP, as GH and the SWG Chairs
        are responsible for gathering input and preparing the CINP Brief

GH: Last renewal was in 2014. Will contact the current chairs and ask for
another term except for Charles Gale who expressed desire to step down from the
QCD/Hadrons working group chair. Will ask the working group members for
nominations with the indication whether the current chair is willing to
continue. If more than one nomination, election will ensue.  Board will approve
the new SWG Chairs in April.

Discussions:
ID: Role of the Chairs needs to be defined more clearly.
GH: Will inform the chairs of any changes in the membership and also of
the scholarship and travel funding decisions pertaining their members.

ID left at 14:28.

Agenda items 5 and 6 are moved up here due to CR's schedule.

5. News from TRIUMF (Chris)
ISAC extended shutdown for maintenance and repair until June 17th.
The Cyclotron will start in mid-April.

Supervisory Physicist Positions (level D):
(1) ISAC
(2) Laser and Ion trapping - Andrea Teigelhoefer has accepted the position
(3) Gamma ray spectroscopy - Offer made.
They will form the Nuclear Science Specialist Group.

6. Other Business 
   - update on website migration to Vancouver
CR: Migration will cost approximately $1,500.
Migration will be completed by February.

Proposal: Approve the migration cost in the range of $1,000 to $2,000.
Moved by RK.
Seconded by GG.

CR left and 14:38.

   e) Membership

      New Applications
      152 - Daniel Yates (Associate)

      Upgrade from Associate to Faculty Membership:
      128 - Liliana Caballero, Guelph

      Associate Member Renewals
      082 - Ryan Dunlop, Guelph
      083 - Badamsambuu Jigmeddori, Guelph
      084 - Alejandra Diaz-Varela, Guelph

      Associate Member Deletions
      (left field)
      085 - James Wong, Guelph
      086 - Greg Demand, Guelph
      089 - Anthony Fradette, Victoria
      (left Canada for faculty position abroad)
      126 - Jenna Smith, TRIUMF

Motion: Approve the above updates in the membership.
Moved by SJ.
Seconded by RK.

   f) Other News
      - update on WNPPC student travel awards competition
GH: 10 appplicants. Committee meets on Jan 23rd.

      - SAPES Large Projects Day: Feb 27, followed by meetings in Ottawa on Feb
        28.
GH: Will meet with Elizabeth Boston and the incoming VP of NSERC.  Other
meetings are still being arranged.

      - GH representing CINP on AstroParticle Community Planning Steering
        Committee (SNOLab and Art McDonald Institute)

GH: Committee will identify key Canadian participants and find the best strategy
to utilize SNOLAB. 

      - GH unable to attend ACOT meeting Apr 8,9 due to a conflict.  Is a Board
        member interested in representing CINP as a non-voting community
        observer?

RK will attend the ACOT meeting.

7. Approximate date of next meeting

GH: Institutional member's meeting is in May which is about a month before the
CAP congress.
A board meeting should be held either just before or after Easter.
It depends on when the Institutions will meet, but the next Board meeting will
likely in mid to late April.

8. Adjourn
Adjourned at 14:53.
