
                   CINP Board Meeting Minutes
                      Thursday 18-June-2020
       16:00Atl / 15:00East / 14:00MB / 13:00SK&AB / 12:00BC

Present: Garth Huber, Ritu Kanungo, Jeff Martin, Gwen Grinyer, Chris Ruiz,
  Michael Gericke, Sangyong Jeon

1. Approval of Agenda

Approved by consensus

2. Approval of Minutes of the meeting of 28-Apr-2020 (taken by Sangyong Jeon)

Motion to approve: MG
Seconded by: CR

3. Appointment of Officers for 2020-21:

* Officers to be appointed from the Board: President, Vice-President, Secretary.

Sangyong and Jeff are willing to continue as the VP and Sec.
Ritu is willing to continue as the President.

Motion to approve: CR
Seconded by: GG

* Board representative to the J.Sci. Evaluation Committee (the other two members
are the Executive Director, and the Chair of the Education & Training SWG).

Chris is willing to continue.

Motion to approve: SJ
Seconded by: JM

4. Finance Report (GH - Greg wasn't available)
* NSERC and Private account status
GH: Winnipeg's institutional fee from last year is being processed. 
JM: There was a mixup between the private account and the NSERC account. Greg
  can confirm it.
GH: New invoices for the institutional fee will be sent out soon. Invoice for
  GH's salary is submitted by Regina.

Long Range Plan Committee expenses:
- $10k is the CINP contribution to the LRPC process (admin support, etc.)
- $10k is for travel for GH and additional travel costs in case brief-writing
  committee can meet in August in person.
Co-chairs are responsible for the finances.

5. Executive Director Report (Garth)
* Membership
- 170 – Menary, Scott
- 171 – Friesen, Timothy
- 172 – Pearson, Matthew
- 173 – Kleiv, Robin
- 174 – Kunz, Peter
- 175 – Teigelhoefer, Andrea
- 176 – Thompson, Robert

Discussions:
- As a part of the LRP process, NSERC sent to Mike Roney and GH the list of all
  NSERC grant holders in subatomic physics.  GH went through the list and
  identified potential members who GH then subsequently recruited.
- Sangyong is to encourage Simon Caron-Huot to join either CINP or IPP.

Motion to approve all 7: MG
Seconded by: RK

- Simplified membership form for sponsored students/PDFs
GH: This is in the works. The idea came from the WG chairs - A 3-line
  (Name, Address, Supervisor) membership form for grads and PDF's. This form
  will be web-based. GH will contact the web service provider for
  functionalities.
  
* Update on LRP
- Budget $20k. Still discussing whether more people need to be added in the
  committee.
- Consultation process - Schematic mini Town Halls with 5 speakers in
  February. An in-person Town Hall in April.

* Recruitment Fund Request 
 - AUPAC2021
GH: This is a meeting with a broad agenda. For $350, we only get a booth in the
  grad fair.  We may offer them targeted support: If they have students giving
  nuclear physics presentations,  then CINP can provide $350 for their travel. 

RK: Instead, support two stdent registration fees. Or negotiate with them with
  $500 support: A grad fair table ($350) plus a bit of extra to support two
  student registration fees for nuclear physics students giving talks.

GH to communicate to the organizers that we are considering. Final decision
  deferred to the next meeting.

(RK signed off briefly at 15:47)
* Conference Support Application
 - NN2021
GH: They are asking $8k. Working Group chairs raised the question of how the
  money will be spent.  Previously, the highest CINP support was $5k for INPC
  11 years ago. $8k not unreasonable.
- NN2021 not as broad as INPC, but an important meeting. However, it is a
  really expensive conference.
GG: $5k more reasonable. 
JM: $8k seems reasonable. It is an expensive conference.

Motion to support $6k - prizes and the rest towards the student registration -
  SJ Seconded by: GG
Everyone agrees.

(Ritu returned at 15:57)
6. Tentative dates for next meeting
RK: Major things to discuss and time-sensitive?
GH: We should be OK with September. 
RK: The 3rd or 4th week of September after the draft brief is released.

7. Other business
- This is the last year of GH's current contract. His contract ends on June
  30th, 2021.  GH is willing to continue for 5 more years as the CINP director.
  GH wants to start the discussion and finish the process by October, 2020
  including the signing from the Dean at Regina.
- We will have a closed meeting without GH to discuss GH's contract.

8. Adjourned at 16:09

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E-vote conducted Oct 19 re. 2020 CUPC sponsorship

Motion: GGrinyer/SJeon

Sponsor CUPC 2020 at Platinum Level $500.
The named CINP prize should be awarded to a research presentation in 
nuclear physics. 

Motion passed.
