
                      CINP Board Meeting Minute

                             Jan 13, 2020
                14:00 Atl/13:00 East/12:00 MB&SK/10:00 BC

In attendance:
Garth Huber (GH), Michael Gericke, Jeff Martin, Ritu Kanungo, 
Chris Ruiz, Sangyong Jeon, Iris Dillman, Greg Hackman (GHa)

1. Approval of Agenda

Approved by consensus

2. Approval of Minutes
   - Sep 19/19 (including also Nov 25 E-vote on Financial Review)

Motion to approve: CR
Second: RK

3. Finance Report (Iris)
   a) status of NSERC account and projection to March 31, 2020
   b) update of member invoices paid to date

ID:
Private account: About $39.5k left. GH's salary ($24k) and financial review
cost still to be accounted for.
Membership fee: ID will send reminders to Winnipeg, Mount Allison and Guleph.

NSERC account: $23k spent. Some invoices still mssing. 
CR: What are the highligted items? ID: 2018 expenses that came after April 1
start of financial year.

ID:
Some expenses such as some travel grants and the conference support 
for the Montreal meeting (T. Brunner) not yet invoiced. 
We need to let people know about the 3 months deadline and enforce it. 

CAP congress did not invoice us again for breakfast at Board meeting. 

Unsed funds: About $6.3k.

Motion to accept the report: RK
Second: SJ

ID: My promotion coming up. Would like to get a letter from CINP.
GH/RK: Will provide one.

GH to ID and Greg: In preparation for future audits, did we get copies of the
relevant invoices starting April 1, 2019?
ID: Yes

4. Executive Director Report (Garth)
   a) update on Financial Review

GH: Received two documents (the draft financial review (2015-16) and the
Revenue Canada document) from the CPA.
Small differences (about $2.2k) between Shirley's version and the CPA version
due to applying slightly different account rules about liabilities,
and due to the CPA fee needing to be included in the fiscal year being reviewed.
CPA wants to know if the Board is OK to move on with the next year.
GH: Recommend approval of the two documents from the CPA.

Motion to approve: JM
Seconded: RK

GH: Gift to Shirley in the amount of $100-300. 
CR: Will talk to Gordon and get back. 

GHa left at this point.

   b) Membership

      New Applications
      161 - Wouter Deconinck
      162 - Alireza Talebitaher (Associate)
      163 - Jonas Refsgaard (Associate)
      164 - Kevin Ortner (Associate)
      165 - Nastaran Saei (Associate)
      166 - Kushal Kapoor (Associate)

Motion to approve the 6 new applicants: RK
Second: CR

      Associate 3 year Renewal
      029 - Jean Barrette
      043 - George Lolos

Motion to approve renewal of the 2 members: RK
Seoncd: MG

   c) Conference Support Applications
      - WNPPC 2020 Student Prizes

GH: Request was in Sept. We have been supporting WNPPC every year.
RK: In recent years, nuclear physics students haven't received any prizes.
ID: Suggest to WNPCC to have IPP prizes for particle physics students and CINP
prizes for nuclear physics students.

GH is requested to follow up with WNPPC committee members to better understand
the situation.

--- Note added after meeting:
GH spoke with Gwen on the issue of why CINP students haven't been receiving any
of the WNPPC student talk prizes in recent years.

In years when WNPPC is in Quebec (2018), there are many fewer CINP student
talks than IPP student talks.  When the WNPPC is in Alberta (2019), the
balance is more even.

                     2018        2019
   nuclear (ISAC)    9 (4)     18 (10)
   non-nuclear        29          17

Given that there are only 3 prizes per year, the statistical fluctuation in how
the prizes are distributed is large.  Gwen did not think there is any
systematic discrimination against CINP students in the awarding of talk
prizes, given this fluctuation.
---

GH: We haven't been invoiced for the prize quite a while.  We should approve it
now and follow up with the current chair of the organizing committee to better
understand the situation.
JM: Not clear what the requested $250 is for. 
RK: Make it explicit that $250 is for the student prize

Motion to approve: RK
Second: CR

      - International Conference on Technology and Instrumentation in Particle
        Physics (TIPP) 2020

GH:Working group chairs reluctant to support TIPP in full.
Not enough alignment with CINP. 

RK: Instrumentation touches on nuclear physics as well.
Reluctant to support invited speakers but otherwise a modest CINP support
should be OK.
GH: WG chair's recommedation:
2 student and/or postdoc support of $1k each (total of $2k). Supervisors must
be CINP members.

Motion to approve up to $2k support only for supporting participating students
and/or postdocs of CINP members: SJ
Second: CR

   d) Update on Subatomic Physics Long Range Plan preparations

GH: Conversation with NSERC continuing. 
Draft budget with IPP almost ready to be submitted to NSERC.
$80k total budget to be split into $50k NSERC, $20k IPP, $10k CINP.
$80k is consistent with the previous LRP costs.
CFI agreed to send an observer, but declined to contribute
financially. M. Roney will talk again to Mohamad Nasser-Eddine and try to get
them to re-evaluate their position.
The draft of Terms of Reference for the committee are almost done.
Waiting for the NSERC approval of what they will provide.

GH: Need a motion to approve $10k from the NSERC account, spread between fy2020
and fy2021.
RK: What is NSERC's role in the ToR?
GH: One of the entities supporting the plan.
It won't be called the NSERC LRP anymore: Canadian subatomic physics LRP.
IPP, CINP and NSERC already engaged in membership selection.
Official invitations will come from NSERC.
The ToR largely the same as before. NSERC's role has changed from the sole
supporter to one of the several institutions supporting the LRP.
The LRP will be submitted to the commissioning institutions: NSERC, CINP, IPP. 
Admin support from NSERC is no longer there. M. Roney will hire an additional
admin assistant.
The $10k (CINP), $20k (IPP) split is according to the number of members.

Motion to approve $10k in principle: CR
Second: SJ

RK asked JM to take over at this point. ID is off.

   e) Letter to Danika Goosney
      - at the last Board meeting, I was asked to reply to Danika Goosney's
        letter to Mike Roney and I of Sept 3, and specifically to indicate:
	  - the pressure on the SAP envelope remains
          - we want transparency in how new funds are allocated
          - we want to incorporate SAPES into the reallocation formula in a
            more formal manner
          - RTI are important
      - After a lot of iterations on the letter between Mike Roney and I, the
        letter was finally sent to her on Jan 9.

Danika has already replied. M. Roney will have a conversation next week since
he will be in Ottawa on other business.
Information only.

   f) Undergraduate Research Scholarships (URS)
      - in the NSERC-MRS grant application we proposed a significant increase
        - 2019: we funded 5 scholarships (5*$4000=$20k) and 2 travel 
                supplements (up to 3*$1300=$3.9k)
                supervisor required to supplement at least $4k
                application deadline was Friday, March 1
		announcements to recipients on March 25
        - 2020: proposed 7*$5000=$35k and up to 4*$1350=$5.4k travel supp
                supervisor required supplement not stated, but assumed to be at
                least $4k
      - given we do not yet know the status of the grant renewal, what should
        we do?
        - the rationale for an increase from $4k to $5k is clear, given that
          a $4k+4k=$8k amount is below minimum wage in some provinces
	- maybe we say that we will offer 5*$5k on March 23, and if the grant
          renewal goes well, we will offer 2 more once we know the grant?
	- if so, I could also mention this to SAPES at Large Projects Day,
          hoping it will pressure them to give us the increase?

      - need a motion to approve
      - need members for selection committee

GH: Winners typically announced in March. We are waiting on the NSERC decision
this year.  It usually comes in April. Our NSERC application has 7.
GH: Propose to announce for 5 now and fund 2 more when we know.

Much discussion ensued on the reserve list.
Since we always had a reserve/backup list, it is decided to use it.

Motion to approve 5 times $5k awards with an explicit reserved list 
to be announced before April. Maximum of 7 awards possible: SJ
Second: CR

Selection committee member: CR volunteered.

   g) Other News
      - SAPES Large Projects Day: Mar 1, followed by meetings in Ottawa Mar 2
      - TRIUMF ACOT Meeting: Apr 23-24
      - update on WNPPC student travel awards competition

GH: GH and M. Roney will have a series of discussions in Ottawa on March 2.

GH: WNPPC travel awards deadline is today. So far we have 3 applications.
WNPCC abstract deadline extended from Jan 10 to Jan 15.
RK: Extend our deadline to match?
GH: Yes

5. News from TRIUMF 
CR: Two pieces of news.

SAP-EEC meeting has received a record number of submissions.
Had to add an internal committee member to in the standing committee.
Local, and Canadian and European groups. Will be good to profile it in the LRP.

ISAC schedule this year: Some problem with target modules. 
Will consult user group on the feasibility of switching to the "Backed-up mode"
of operation and advise the ECC.

GH: TRIUMF PPAC meeting in two weeks about how to deal with the allocated
budget from the Federal Government.

CR: An Advertisement out for a BAE position in nuclear physics.
GH: Will post on the CINP webpage

MG signed off.

GH: The US DOE announced the election-ion collider site: BNL.

6. Other Business

7. Approximate date of next meeting
   - it will be good to have a meeting shortly before Large Project Day, to 
     discuss the CINP presentation on our MRS proposal, and our answers to any
     questions asked in advance by SAPES
   - we will definitely need a 2nd meeting to discuss proposed budget for FY20,
     and plan for next 5 years, as soon as possible after the NSERC results are
     announced
     
GH: Propose two meetings. One before the LPD around Feb 15-20 to discuss the
MRS proposal and answer the written questions from SAPES.
Another soon after the April notification from NSERC around Feb 20 to 24. 
If things go straightfoward, however, we may not need a meeting.

JM: GH will send out Doodle polls.
Motion to Adjourn: JM
Second: SJ

8. Adjourn

---

E-vote conducted Feb 15 regarding Nuclear Shape Coexistence Workshop support
request:

Motion:

CINP supports the Shape Coexistence workshop with $1500.  The support comes
with the condition that the funds cannot be used to support international
speakers, travel or registration.

Note: The workshop amount is based on the 2016 support to Svetlana's
Radiative Corrections Workshop, which was held at JLab.  CINP provided $1500,
with the proviso that it be used to only support the expenses of Canadian
graduate students and post-docs who will attend the workshop. 

Moved: Ritu
Seconded: Chris
In favor: Ritu, Chris, Sangyong, Jeff
Abstention: Gwen, Michael
