                      CINP Board Meeting Minutes

                    Thursday 6-June-2019 07:30 PDT
          Simon Fraser University, Halpern Centre (HC) Room 114

Attendance: 
In person: Ritu Kanungo, Garth Huber, Chris Ruiz, Sangyong Jeon, 
Iris Dillmann
Call in: Michael Gericke, Gwen Grinyer, Jeff Martin
Observers: Gerald Gwinner, Adam Garnsworthy, Zisis Papandreou

Agenda:
1. Introduction of Board members and non-voting Observers

2. Approval of Agenda
Approved by consensus.

3. Approval of Minutes of the meeting of 2-May-2019 (taken by Sangyong Jeon)
Motion: CR
Seconded: MG

4. Appointment of Officers for 2019-20:
- Officers to be appointed from the Board: President, Vice-President, Secretary.
President (RK), Vice-President (JM) and Secretary (SJ)
all agreed to serve one more term.

- Board representative to the J.Sci. Evaluation Committee 
Chris Ruiz will be the representative for 2019-20

Moved: RK
Seconded: SJ

5. Finance Report: ID
- NSERC and Private account status
WNPCC: Never answered our emails about billing. 3 months has expired. 
Money goes back into out account.
(John D'Auria) Workshop on Tuesday: Workshop student award will be paid by
CINP. 
We will extend the CAP award winner list from 3 to 5 and raise the award
amount by $100.

DNP thesis prize - Requires a talk at CAP and a seminar at TRIUMF.
Not clear who pays for the travel. 
Originally, it was a one time deal to speak at the CAP and TRIUMF.
DNP rules now say CAP and TRIUMF. 
ID: Can this be Junior Scientist award? 
GH: It is neither type 1 nor type 2.
But they can apply for a travel award or send us a letter requesting it.
If we are paying some money, then it shouldn't be just the "DNP" award.
Since NSERC is careful about NOT subsidizing the CAP, 
it needs to be specified as the DNP award travel money.

Institutional invoice:
ID: Shirley recommended to do institutional invoice earlier. 

- Update on tax filing and financial review engagement
Contacted Georgy Tomaki (Accouting firm). They are willing to take us.
Cost estimate: We said 1k. They will come back to us with their estimate.

Webpage invoice not yet submitted. 
Druple upgrade from 7 to 8 (security upgrade) will need more money.
Druple 7 being phased out in sept 2020.  Budgeted ongoing cost: $500. 

To approve the financial report:
Moved: RK
Seconded: MJ

6. Exec report (GH)
-CUPC: We usually do Bronze sponsorship (standard item in the budget).
Student travel awards: Have been funding 4 awards every year.
On average we get 5, 6 applications
Proposal:
Sponsor CUPC at the Silver level ($1,000) and support 4 travel awards at $600
each. Also ask Thomas Brunner to man the grad fair table.
Moved: CR
Seconded: MG
Volunteer for the selection committee: GG volunteered
GH will also talk to Juliette Mammei (after: she agreed)

-Membership: 154 – Sharma, Shivani (Assoc)
Moved: RK
Seconded: Sangyong

- Scientific Working Group Review
*Terms of reference: 
GH had a meeting of the WG Chairs. Terms of reference is expanded compared
to the last one.
Changes:
1. WG Chairs requested regular meetings with the exec director (GH).
2. Conference support applications: WG chairs give comments.

Motion to approve: Michael
Seconded: Chris

*Letter of thanks to Charles Gale
Updated version will be sent around for email approval.

*Tentative budget in upcoming NSERC grant application (also with Greg)
Greg and GH met and came up with the tentative budget. 
It will require a dedicated board meeting. 
GH went through 2014 application. At the time: $25k grant. 
We had proposed a joint postdoc program: 
CINP 2/3, supervisor 1/3 (2 year award, ~$90k).  
SAP didn't like it and we won't do it again. 

This time: Expanded conference support and summer student support.
We will ask for about $75k/year this time.
It will require a dedicated board meeting to discuss.
We need to think about if $75k is OK or if we should go for $100k.

ID: Need to think about the tax implication
GH: It's below 2$00k. So OK.

RK: In the next or the next-next meeting we will have a more detailed budget

7. Next meeting
GH: We need to discuss the NSERC application.
NSERC ppplication due: NOI: August 1st MRS: September 21st
RK: GH will circulate draft budget first.
GH: Need a meeting in July to discuss the application
Greg is the lead applicant.
Board members are co-applicants.
GH will send a doodle poll week of 14 and 21

8. Discussions with observers
Gerald, Zisis, and Adam Garnsworthy
Adam: Charles' comments: CINP is TRIUMF centric right now. 
Engage SNO Lab and Perimeter.
RK: A good fraction of JLab activity as well
Gerald: If TRIUMF is not wielding undue power, it should be OK.
RK: Engage SNO Lab and Perimeter more. 
GH: T. Brunner is having a concerted effort in EXO to promote CINP
and to encourage them to join CINP
EXO submitted a brief for CINP LRP.
SNO+ also did. 

McDonald Institute wanted a CINP rep in the LRP committee.
Zisis: Engage Non-academic entities?
This can address the perception that CINP is too TRIUMF centric.
Saskachewan based Fedora Imaging? 
RK: We did not want to be swmaped by non-academic entities.
GH: CINP has a 3rd membership class - specifically for non-academic entities.
Gerald: Also Chalk-River.
RK: Some engagment but needs to be careful

9  Travel support request from Ritu (Chair: Jeff) 
RK going to the Nuclear Physics News International board meeting.
In the past conjunction with NuPECC. Now a stand-alone board meeting
Precedence: IUPAP. Rim asked for 1/2 - $1500 was asked and approved

Motion: CR upper limit of $2,000
Seconded: JM
ID: Ritu should write something for Nuclear Physics in Canada

10 adjourned at 8:44.

