                        CINP Board Meeting Minutes

			      Sept 4, 2019
            14:00 Atl/13:00 East/12:00 MB/11:00 SK&AB/10:00 BC

Present: Garth Huber (GH), Michael Gericke, Jeff Martin, Ritu Kanungo, Gwen
   Grinyer, Sangyong Jeon, Iris Dillman, Greg Hackman (GHa)

Regrets: Chris Ruiz

1. Approval of Agenda

GH: Move 5-4 to 5-a or b. Added two agenda items last minute.
Approved by consensus

2. Approval of Minutes of June 6/19

Moved: RK
Seconded: JM

3. Finance Report (Iris)

ID:
- DNP Awards: We are still waiting for John D'Auria Workshop invoice.
- Haven't received invoice from Thomas Brunner yet for conference.
- We still have the money allocated to WNPCC. Guelph has not claimed it. 
  Dealine has past. This goes back to out account now.

RK: I spent $1900 for the ACOT meetings. 
Budgeted amount was $850.
November meeting: Ritu will be at TRIUMF. Garth will go to the meeting, too.

Proposal by GG: Increase the funding to allow the Director (GH) to attend ACOT.
ID: Increase the funding to $3,500 for the trips to ACOT for this year.
GH: We can afford that.  Actually won't need more than $1000.

Moved: JM
Seconded: GG

ID: 
- BMO bank account OK.
- Tax Filing: The BC company contacted by ID wanted $18k to $20k per year. 
Shirley said we may have to do 2015-2019 for sure.
- We go back to the Guelph company or the Regina company.

GH: I went through all tax forms. The tax forms (T2 for non-profit etc)
  themselves are trivial.
It could be possible to find someone who charges about $2k per year. 
That is, expense for the first time would be about 10k, and ongoing cost about
  $1.5k - $2k per year.
CINP is incorporated at the Federal level with the HQ at Regina.

JM: More info on the tax filing expenses needed.

Motion to accept the Financial report
Moved: RK
Seconded: SJ

4. Discussion on NSERC MRS Grant Renewal (Garth and Greg)

GHa: We need to do more about EDI (Equity, Diversity and Inclusion).
We have to be doing something credible.

GH: Include gender stats for the summer awards, etc.
ID: Sounds like it is very important right now, but for the proposal we just
  need 1 page.
JM: We need show some action going forward
GHa: We can engage a diversity expert to work out an EDI plan 
  (including establishing sub-committees, etc)
RK: Not enough time for that exercise
GHa: Only need to show a credible plan. I can contact a diversity expert Grace
  Wong at UVic.
JM: Include her name in the proposal?
RK: Instead, we should include a statement on the impact we already have made 
  (CCUWiP Conference, etc)
JM: Important to tie it into our budget
RK: We can increase travel awards, URS, etc amount to support under-represented
  minority groups.
JM: Let GH and GHa come up with a suggestion on wordings.
RK: We need a clear justification for raising the amounts.
GHa: Engage the EDI expert.
GG: Do both. Engage the expert and create an EDI line item, say $1,200.
  Use it for EDI workshops etc or two student awards.
GHa: Let's contact Grace and find out her fee and availability.

GH: $12k budgeted for URS, Travel, Junior Scientists, Conference etc.
RK: Instead of grad scholarship, why not distribute it to URS and Travel awards?
GH: Proposed URS increase is already at maximum without losing credibility.
SJ: Important to support graduate students.  Suggest 2x$10k scholarships.

JM: $1,200 for EDI too small. Let GH and GHa come up with more reasonable
  amount.
GG: The bigger the budget, the more specific we need to be.
JM: Let's shoot for 10% of our budget to be allocated for EDI
GHa: Make sure that we are not inadvertently discouraging minorities through
  URS wordings, etc. There is more to EDI than just allocating money. 
  We need to step back and reassess the whole application.
RK: Let's move forward. Let GH and GHa write the budget.
GG: Create a Working Group on EDI?
RK: That's not a part of Scientif WG's.

    GH clarifications added in minutes from CINP bylaws
    Sec 4F, regarding creation of new SWG:
    "Board of Directors shall, from time to time, create scientific working
    groups (“Scientific Working Groups “) to oversee a specific scientific
    project, to give advice on a scientific theme of relevance to the study of
    Nuclear Physics or for such other purposes as the Board of Directors deems
    appropriate. Each Scientific Working Group shall consist of at least three
    Faculty Members from at least two of the Institutional Members and shall
    have its terms of reference approved by the Board."

    Sec 5A, regarding appointment of an Officer:
    "The Board of Directors shall elect a President from among its members at
    the first meeting of the Board which shall be held immediately after the
    annual meeting of Institutional Members, and may appoint a Vice-President,
    a Secretary-Treasurer (or a Secretary and a Treasurer), an Executive
    Director and any such other Officers as it may think fit."

JM: It could be a Task Force or a subcommittee.
RK: Establish a subcommittee?
GH: Through the Education WG?
RK: It's more than just education
GG: We need a longer term direction
GH: Contact Juliette (Education SWG Chair) to help come up with a plan?
RK: We need to think it through.
GH: We need to include her input

GHa left at 14:07 (EDT)

5. Executive Director Report (Garth)
   e) Discussion on SAP-LRP (Moved up)

GH: I had a meeting with Mike Roney (IPP). 
  NSERC is no longer providing full logistic support for SAP-LRP.
  NSERC is not leading this plan and does not want their staff to be burdened.
  We are looking for other resources. 
  Total cost: about $100k, once every 5 years. 
  Possible break down: $10k from CFI, $60k from NSERC, $40k from CINP and IPP.
  CINP:IPP = 1:2 amortized over 5 years. CINP share: about $3k/year from the
  NSERC fund.  There is a line item for LRP in the budget.
  RK: Increase the amount?
GH: It is more than a little padding.
JM: Leaving at 14:20
GH: Let's have another meeting in 2 weeks.
JM: Let's approve all membership applications and discontiuations first.
   
   d) Membership
      New Applications:
        155 - Ali Usman (Assoc)
        156 - Varun Neelamana (Assoc)
        157 - Greg Christian (Faculty)
        158 - Chris Griffin (Assoc)
      Associate Member 3-Year Renewals:
        057 - Shelley Page
        095 - Gojko Vijanovic (Temp Foreign)
        097 - Dilli Paudyal
        123 - Lori Rebenitsch (Temp Foreign)
      Discontinue:
        050 - Michael Schumaker (Assoc)
        060 - Sonia Bacca (Faculty)
        099 - Igor Kozlov (Assoc)
        131 - Satbir Kaur (Assoc)
        132 - Matthias Holl (Assoc)

Motion to approve the new applications, renewals, and discontinuations
Moved: SJ
Seconded: JM

JM left at 14:22

Meeting adjourned at 14:22.

---

E-vote conducted June 14 regarding webserver contract

Motion: Approve webserver maintenance contract for CINP website with
        Left Right Minds Initiatives
	336 East 1st Avenue
	Suite 209
	Vancouver, BC V5T 4R6
	Phone: 604-873-6373
	Mobile: 604-671-0890
	www.leftrightminds.com

	Contract price: $630.00 for Drupal-7 to Drupal-8 migration
        and quarterly health checks and software updates for one year

Moved: Chris Ruiz
Seconded: Sangyong Jeon
E-votes recorded from: Rituparna Kanungo and Michael Gericke
