
			CINP Board Meeting Minutes

			      Jan 26, 2021
                13:00 Atl/12:00 East/11:00 MB&SK/9:00 BC

   CALL-IN INSTRUCTIONS:
   We will use the Zoom video conferencing system for this meeting.

   https://uregina-ca.zoom.us/j/91819150690?pwd=N2xqOFJ3dUp2QzJQLzA5Q2hmV0tFdz09

Present: Gwen Grinyer, Garth Huber, Sangyong Jeon, Rituparna Kanungo, Jeff
  Martin, Chris Ruiz

1. Approval of Agenda

GH: Late items added yesterday (Jan 25th) afternoon. 
Approved by consensus. 

2. Executive Director Report (Garth)

   a) 2019-20 Audit
     - The CPA rquires a formal motion to approve.  GH will fill in the missing
       info on page 14 and send back to the CPA after it is approved.
     - GH needs your agreement on the statements on Fraud Risk posed by the CPA
       for the audit.

Motion to approve the 2019-20 audit
Moved by JM
Seconded by CR

GH: Are the answers to the auditor's questions circulated OK? - Yes.
 
   b) Graduate Fellowship
     - finalize award criteria and announcement

Discussions:
GH: Are the wordings of the proposed announcement (based on our NSERC
  application) OK?
GG: The list of supporting materials?
GH: 
Transcript 
2 supporting letters
Commitment for Matching funds
Educational objectives and professional goals
Proposed plan of study and research

RK: Educational objectives and professional goals necessary?
- Up to the board and the selection committee.

RK: EDI statment from the applicants?
CR: BC codes very restricted on what can be said and cannot be said. We can
  provide a box to self-identify if the applicant wants to do so.
- CR can share the proper wordings once he receives them from the TRIUMF Legal.
- The EDI sentence in the draft announcement should also be checked by the
  TRIUMF Legal.

GG: EDI statement should be about what EDI means to the applicants in physics
  research and any activities they have participated in
  that is related to the EDI efforts. Committee will need self-declarations.

CR will send wordings for the self-declaration to GH and GG will send the EDI
  statement wordings to GH.

   c) Institutional Membership
      - SFU 

Simon Fraser has officially applied to become an institutional member.

Motion to approve SFU as an institutional member with 2 members (Corina
Andreoiu, Krzysztof Starosta. CA will be the institutional representative):
Moved by CR
Seconded by JM

   d) Membership

      Move from Faculty-level to Associate Membership
      016 - Howard Trottier
      He has not had an NSERC grant since 2015 and SFU is not willing to pay
      membership fees for him.

Discussion:
RK: Why demote him? 
GH: SFU is not willing to pay the membership fee for him. He is no longer doing
  any research.
As a courtesy, we should contact HT. GH will do so.

      Associate Member removal
      121 - Jaspreet Randhawa
      Email to randhawa@nscl.msu.edu bounces, with no forwarding address

Discussion:
RK: JR is now in Notre Dame, USA. 
GH: The current rule is that a member can renew the membership once if the
  member plans to come back to Canada.

RK will provide the current email address and GH will ask JR whether he wants
to continue.
Silence will be interpreted as not being interested in continuing the membeship.

      New Applications
      178 - Muhammad Junaid (Assoc)
      179 - Roger Caballero-Folch (Assoc)
      180 - Guy Leckenby (Assoc)

RK: Isn't Roger working in the accelerator division? 
GH: Roger is using the simplified procedure. Iris was listed as his
  supervisor. [GH contacted Iris after the meeting and confirmed he has moved
  from accelerator to nuclear physics.]
  
GH: Our bylaw does not specify sponsorship requirment for associate members.
We have now two procedures to become an associate member. 
- If one has a sponsor, one can use the short form.
- If one does not have a sponsor, then one needs to use the long form.

We should re-visit the issue of two different procedures and wordings about a
  supervisor vs a sponsor (a full CINP member).
  But for now, we can approve the 3 new applications.

Motion to approve the association membership of Muhammad, Roger and Guy:
Moved by CR
Seconded by RK

RK: Deal with (f) first.
   
   f) Conference Support Applications
      - Gordon Research Seminar & Conference on Nuclear Chemistry

GH: Mixed reviews from the WG chairs.
CR: Iris sent a message: The conference will now take place in 2023. Contact
  Iris before we re-consider.
  No need to consider this further at this point.

        - AUPAC-2021
        We last discussed this in June, and GH communicated to them:

        We are potentially interested in providing some support, and would like
        to explore some possibilities.
        a) we are interested in paying the conference registrations for two
        students working on nuclear physics research under the supervision of a
        member of the Canadian Intitute of Nuclear Physics (CINP), and
        presenting a talk on that research at the conference. To make students
        aware of this opportunity, we would like the CINP logo to be displayed
        in some manner.
        b) separate from this, we will consider $350 level of support, provided
        we can find a CINP member who is able to do the Grad Fair table for us.

	They want us to pay $350 (with no logo) and no conference registrations
	(since its virtual).

GH: They are only interested in $350 and the grad fair.
- RK and/or Greg Christian will attend the grad fair. 

   e) Scientific Working Groups
      - Letter of Thanks to SWG Chairs for hard work on CINP White Paper

GH will draft the letter of thanks to the SWG chairs.
CR: The letter is needed to show the institutions that the SWG chairs are
  serving the community signicantly.

      - Modification of Terms of Reference of Nuclear Education & Training SWG

Proposed modification includes name change of the SWG to Nuclear Education,
Training and EDI SWG
Discussion: No acronyms in committee name. We keep the name unchanged. 
JM's amendment: Acronym EDI should be defined at the first reference in the
terms of reference.

Motion to approve the modification with the WG name unchanged and with JM's
amendment:
Moved by JM
Seconded by CR

      - Nuclear Theory SWG

GH: Working group chairs proposed to add this SWG.
Two people are willing to chair the new SWG.

JM: Let the potential chairs create the terms of reference.
Discussion: Start with a generic template. GH will modify it with SJ and send
  it off to the potential members (nuclear theorists) then come back to the
  board.
  
Motion to start the process of creating the NT-SWG: 
Moved by SJ
Seconded by RK

      - Updates to CINP Website

GH: SWG Chairs are updating working group websites with the information from
  the CINP Brief.
 
   g) Other News
      - SAPES Large Projects Day: Feb 21 (virtual)
      - Update from Carleton/Winnipeg/UVic MRS Board
      - Update on input to NDRIO
      - plan for CINP sessions at CAP Congress

This year's CAP congress is virtual. CINP meeting will not take place during
the CAP congress.

3. News from TRIUMF (Chris)

CR: Will do in the next meeting.
GH: Next meeting in late March. Need to deal with Trottier issue before April
1st.

4. Other Business

None.

5. Approximate date of next meeting 

Around March 20th - 30th. 

6. Adjourned at 13:15. 

