
                        CINP Board Meeting Minutes
                               Apr 28, 2020
              15:00 Atl/14:00 East/13:00 MB/12:00SK+AB/11:00 BC

Present: Ritu Kanungo (RK), Garth Huber (GHu), Michael Gericke (MG),
Chris Ruiz (CR), Jeffery Martin (JM), Gwen Grinyer (GG), Sangyong Jeon (SJ),
Iris Dillman (ID), Greg Hackman (GHa)

1. Approval of Agenda

Approved by consensus

2. Approval of Minutes
   - Jan 13/20, including E-vote of Feb 15

Motion: MG
Second: CR

3. Finance Report (Iris/Greg)
   a) status of NSERC and Private accounts as of March 31, 2020

GHa reporting;
Accounts are all balanced. NSERC account has $19k left. Actual carry-over is
$13k due to the COVID-19 related delays in awards and conference supports.

ID asked how to get IUPAP expenses reimbursed. GHu asked her to file a request.

WNCPP student prizes - Invoice not received from U Winnipeg. It has expired.
JM will call Blair and verify.

CCUWiP did not send their bill either. ID explained that they may have dropped
us from the sponsor list.  This request is also expired.

Motion to approve: RK
Second: GG

   b) update on member invoices paid to date

All payments received except from U Winnipeg. JM will look into the matter.

The issue of bringing Simon Fraser, Calgary and Saskatchewan as CINP
Institutional Members was discussed.

   c) Need a motion to approve the FY19 financial statements to be 
      presented at the Institutional Members meeting on May 11.

Motion to approve the Financial Statement 2019-20 prepared by GHa to be
presented at the Institutional Members meeting: RK
Second: JM

   d) Motion re Appointment of Auditor
      - Dudley & Company LLP
        #100 - 225 13th Ave
	Regina, SK   S4P-0V6

Motion to approve: JM
Second: RK

RK: Board Thanks ID. 

4. Executive Director Report (Garth)
   a) Discussion of new NSERC MRS Grant
      - see attachment re. preliminary proposed budget 2020-25

GHu: Asking for Board's approval of the FY2020 plan. Small deficit projected in
2020 (about $900) but the 5 year plan is sustainable.
GHu proposes to use the accumulated surplus plus the allocated fund over the
course of 5 years.
Because of many COVID-19 related cancelations, travel and conference support
will be low this year.

Long Range Plan expenses are also lower because most meetings will be
virtual. The total LRP budget is about $20k.
Video conferencing license provided by U Regina.

Graduate fellowship: Not this year.  Proposed 1 per year after this year.
Undergrad research scholarship: 5 this year, 6 in future years.

JM: How does this budget reflect the EDI considerations?
Discussions: Reiner Kruecken adivsed that targeted fellowships/scholarships not
possible due to BC human rights legislation.

We will consider EDI at the selection stage.

Motion to approve FY2020 plan: MG
Second: CR

   b) update on Financial Review

GHu:
2015-16, 2016-17 Reviews: RK and GHu have signed off of them. They are posted
on the CINP website.
2017-18, 2018-19 Reviews: Will be done after the tax season. Some time this
summer.
GHa and ID to send 19-20 receipts to the auditors. Copies are OK.
2015-16 and 2016-17 tax already filed.

ID and GHa signed off at this point.

   c) Conference Support Applications
      - APCTP/TRIUMF workshop "Understanding nuclei from different theoretical
        approaches"

Workshop planned for August. No decision on delay. 
Requested $5k. Working Group chairs recommend $3k. This is the same as the
amount we provided in 2018.

Motion to approve $3k support: RK
Second: JM

The Shape Co-existence Workshop has been delayed to 2021.

   d) Undergraduate Research Scholarships competition summary

Total number or applications: 9. Down from the usual 11-13.
The board recommended previously to allocate 5 and keep 2 in reserve.
Selection committee has allocated 5, and kept 1 in reserve due to the lower
number of applications.  After further consideration, the reserve will not be
awarded.
One of them will take the scholarship in Fall instead of Summer due to
COVIDrelated disruptions. Committee concurred.

   e) WNPPC Student Travel awards competition summary

Total number of applications: 11. 7 were funded.
In the coming year, the location of the conference is Mont Tremblant,
QC. Typically fewer number of applicants when held in QC.
No one knows what's going to happen, though.

   f) Membership 

      New Applications
      167 - David Walter (Associate)
      168 - Nigel Smith (Faculty)
      169 - Jonathan Zarling (Associate)

Motion to approve all 3 membership applications: RK
Second: SJ

   g) Update regarding CINP events during former CAP Congress week

CINP is in charge of organizing this year. 
Monday and Tuesday are for the CINP Town Halls.
Wednesday is the day for the joint session and the AGM's.
Thursday and Friday are for the IPP Town Halls.

Joint session details:
Via Zoom.
Report from the SAPES chair, presentation from NSERC, and the LRP committee are
confirmed. CFI has not yet responded.
There will be a short presentation on Euro strategy and SNOWMASS in the US. 
Jonathan Bagger from TRIUMF and Nigel Smith from SNOLAB will present as well.
GHu will send out dedicated messages and the Newsletter soon.

   h) Update regarding LRPC and CINP Brief

NSERC has contacted two co-chairs. Both Adam Ritz and Brigitte Vachon accepted.
Emily Diepenveen is officially contacting LRPC members.
The brief writing committee has met 4 times already. Instructions for the brief
have been sent out.
Full membership to be announced in the joint session.

   i) Update from meetings with officials in Ottawa, Mar 2

Current NSERC leadership is much more friendly towards our field. Meeting on
the large project day went very well. Canada Research Coordination Committee
was discussed which was one of the recommendations of the Fundamental Science
Review. This committee will provide coordination between federal government
funding sources.
Alejandro Adem (the new NSERC president)thinks that indexing the NSERC budget
to inflation will solve a lot of problems.
NSERC is proactively trying to retain the CFREF and the CERC funding which will
possibly end with the current government.  One model to keep the 1.7 billion
dollar in Science is the National Centres of Excellence.
Alejandro emphasized that our field should make a more visible case of the
roles our HQP's in generating future technology and economic spin-offs.
Letter to NSERC arguing for more transparency in 2018 budget and unfair
treatment of subatomic physics envelope was successful.  For this year's
competition, the increase in SAPES envelope was $1.9 million instead of
$0.726k. By 2022, we will have up to $3.8 million increase in our envelope. That
is, from $25.4 million to $29.2 million.
Meeting with ISED (Nipun Vats, et al) also went very well. 

5. News from TRIUMF (Chris)

ISAC beam schedule: Cannot commit to anything right now. Phased re-start of
ISAC is being planned.  Back to the full schedule won't be any later than
September.
Subatomic physics EEC meeting has been canceled. No more shifts are being
added. SAP-EEC will vet the plans.

Science week plan: 
Science week activities are moving ahead. I could be either on-site or
virtual. Dates are set to 17-21 August.

GHu:
The brief writing committee will meet on August 10th and 11th at TRIUMF in
person.
Requesting to be on Monday's agenda to give updates on the CINP brief.

6. Other Business

There was none.

7. Approximate dates of next meetings

GHu will send the doodle poll.

8. Adjourn 15:42 EDT
