
                        CINP Board Meeting Minutes

                               May 2, 2019
             13:00 Atl/12:00 East/11:00 MB/10:00SK&AB/09:00 BC

In attendance: Ritu Kanungo, Garth Huber, Michael Gericke, Chris Ruiz, 
Jeff Martin, Gwen Grinyer, Sangyong Jeon, Iris Dillmann

Minutes taken by SJ.

1. Approval of Agenda
Passed by consent

2. Approval of Minutes
   - Jan 21/19
Motion to approve: CR
Seconded: MG

3. Finance Report (Iris)
   a) FY18 year end and current status of accounts
   b) Update on tax and other issues with Shirley Reeve (SR)

Discussion:
(i)
CINP Fiscal Year not syncing with TRIUMF FY:
This was mostly the issue of WNPCC invoices not being submitted on time. 
GH will amend the approval letter to emphasize that the reimbursement request
must be submitted before the end of the FY.
(ii)
Late payments by Institutions which are closer to the end of FY than the
beginning of FY:
We will move up the invoice date so that the payment can arrive in the earlier
part of each FY.
(iii)
Private account balance (~47k) too big? : We need some buffers for items like
periodic Financial Review. Last full audit costed ~13k. We are running a
deficit.
The balance will decrease progressively.
(iv) 
The prepared docs will be sent to an official accounting firm and then be 
Tax filing to the CRA.

   c) Need a motion to approve the FY18 financial statements to be presented
      at the Institutional Members meeting on May 10.

Motion to approve: RK
Seconded: MG

   d) Discussion on financial review engagement for FY19.
      - It would be reasonable to have the review at the end of Iris' term as
        Treasurer, this coming winter.

Discussions: Last audit: FY 2008-2014. Full audit is not necessary 
but we need to find out what would be the appropriate scope of the Financial
Review.

Motion by JM: We appoint a public accountant this year for the purpose of
having a Financial Review in FY 2020. The scope of the review is to be
discussed by ID, SR and the accounting firm and reported back to the board.
Seconded: SJ

4. Executive Director Report (Garth)
   a) New Memberships
      153- Aimee Bell

Motion to approve: SJ
Seconded: RK

   b) Conference Support Applications
      - International Conf on the Stopping and Manipulation of Ions (SMI2019)

Discussion: RK brought up the issue of the amount, whether it is too much
for a conference of that scale. GG asked if supporting an international
traveller appropriate.

Motion by RK: Support SMI2019 at the level of $2,500 with the provision that
this amount is for supporting HQP's from Canadian institutions.
Seconded: GG

Discussion: Should we raise the conference support amount from current 6k in
the up-coming NSERC application?
No motion was tabled, but there were no objections.

   c) WNPPC Student Travel awards competition summary

10 applications received, 6 awarded. One awardee could not attend the
conference due to weather and the funding was given to the runner-up,
post-conference.
Discussion: The runner-up's topic was marginally CINP related (proton therapy).
We need to change the application form to mark which Working Group the topic
falls under.

   d) Undergraduate Research Scholarships competition summary

11 applications received, 5 awarded.
Discussion: Should we increase the number to 7 in the up-coming NSERC
application as the committee recommended? No motion was tabled, but there were
no objections.

   e) SWG Review Update
      - renewal of SWG Chairs for 5-year term ending in 2024
           Fundamental Symmetries -- Gerald Gwinner (Manitoba)
           Nuclear Astrophysics -- Iris Dillmann (TRIUMF)
           Nuclear Education & Training -- Juliette Mammei (Manitoba)
           Nuclear Structure -- Adam Garnsworthy (TRIUMF)
           QCD/Hadrons -- Sveltana Barkanova (Memorial)

GH: This would be GG's 3rd term. This needs board's approval since the bylaw
provisions only for consecutive two terms without board approval.

QCD/Hadrons: We will send a note of appreciation to the departing chair C.Gale.
6 people nominated by the members of the working group, but most were
unavailable at this time. S.Barkanova accepted the position of the QCD/Hadron
WG chair.

Motion to approve the SWG chairs: MG
Seconded: RK 

Motion to approve GG's third term: RK
Seconded GG

      - Terms of Reference update (suggest to defer final vote until June)

The chairs requested more frequent meetings with GH. An item will be added to
the ToR to that effect.
Chairs will also have more extended roles such as endorsing the conference
support following the indicated SWG on the revised application form.

   f) Chair for Institutional Members meeting

RK cannot attend. JM will chair.

   g) CINP events at CAP Congress
    
Breakfast Board meeting on June 6.
GH, SJ, RK, CR will attend in person. JM, MG, GG will attend remotely.

Discussion: Do we want to hear from McDonald Institute and EuroStrategy in the
joint session?
Not this year, maybe next year.  The joint session time will need to be
extended to 120 mins instead of 90 mins.

   h) Additional info from GH:
   Compute Canada (CC) is being disbanded. New organization will be put in
   place.
   The application to run the new organization is May 6th. As far as we know
   only one consortium (U15) is submitting the application.
   CC is being disbanded because it is not being managed very well. 

5. News from TRIUMF (Chris)
   
   There was a leadership meeting in the TRIUMF to identify problem areas
   regarding PPAC projects. Project contacts are being informed to submit
   information.

   TRIUMF is being restructured to become more non-profit corporation like
   organization instead of a joint venture.

   Cyclotron turned on on April 15th. ISAC will turn on on June 19th.

   Science Week from August 19 to August 23. There will be the 20th anniversary
   celebration for ISAC.

   Webpage migration: Transfer to the TRIUMF site complete last week. Some
   domain name registration problem yet to be resolved, but that's not visible
   by the users.

6. Other Business
   
   RK requested financial support to attend the Nuclear Physics News
   International editorial board meeting.
   She will submit an application.
   
   RK attended the Advisory Committee on TRIUMF (ACOT) meeting and noticed many
   positive comments for TRIUMF. RK inquired whether the ACOT report could be
   circulated. GH mentioned that we are under confidentiality agreement with
   NRC, but will inquire whether circulating it among the board members is
   permissible.

7. Date of Next Meeting (during CAP Congress @ SFU)
   This was already discussed in 4-g.

8. Board adjourned at 13:30 EDT. 
