
                        CINP Board Meeting Minutes
                               May 14, 2021
           16:00 Atl/15:00 East/14:00 MB/13:00SK+AB/12:00 BC

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

1. Approval of Agenda
One minor item is added to the agenda.
Manitoba asked in 2019 to remove Kumar from their invoice because he is retired.
We will deal with that in this meeting.

Agenda approved by consensus

2. Approval of Minutes
   - Mar 29/21, including E-vote of Mar 31

Moved by JM
Seconded by RK

3. Finance Report (GHa)
   a) status of NSERC and Private accounts as of March 31, 2021

   b) update on member invoices paid to date

NSERC: 
We did not spend much of the NSERC funding this year. 
Typical carry-over in a normal year is less than 20k. 
We have almost 68k this year.
We'll use the surplus to catch up on student conferences, etc, when the
pandemic is over. We have a 5-year plan.

Private account:
Expenses for audits and financial reviews all came in this year.
Private account went down by 16k as a result.
Executive Director fee for this year is OK. 
We could be in trouble in 3 to 4 years.
Revenue from the new institutional member fees just about cover the accounting
fee.
GHu: This is one of the reasons why we are moving invoices a bit earlier this year.

RK: TRIUMF should be paying full dues according to the number of the 
members instead of the number of votes.
RK: Reiner is not opposed to the idea. He is asking for the minutes of the
Board Meeting when this was decided. 

GHu: If Calgary joins, we'll be ok. 
Calgary situation was discussed in the last board meeting.
GHu sent a letter, but no response of any kind received.
RK and GG could coordinate the follow-ups. 
We can wait a bit until the Fall or late Summer. 

GHa: One outstanding invoice received on March 31st which we'll have to pay in
this year. We need to file the Board Membership document to the Industry Canada
after the changes.

   c) Motion to approve the FY20 financial statements to be 
      presented at the Institutional Members meeting on May 21

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

Moved by SJ
Seconded by RK

GHa - Anthony is not working at the Dudley any more.

4. Executive Director Report (Garth)
   a) Membership
      - Remove  127 - Jonathan Bagger
      - Kumar Sharma 22 (Retired) -> To associate member

Change of membership
Moved by RK
Seconded by JM

   b) Update regarding CINP events during CAP Congress week

CINP Sessions on Friday, June 11.
Mike Roney chairs this year's joint session of CINP and IPP.
All speakers of the joint session confirmed. 
Tony Noble will speak about McDonald Institute.

   c) Undergraduate Research Scholarships competition summary

Received 10 applications.
Committee: GHu + Juliette, CR and others.
Awarded 6.

   d) Graduate Fellowships competition summary

Recieved 14 applications. 
We should increase the number of Fellowships to two in the following years.
Committee members: GG (Board member), Sveltlana (Working Group Chair), David Hornidge

RK: What percentage was minority?
GG: We didn't really asked about the identity. It was more about how they feel
about what their role would be as a kind of an ambassador for EDI.
GHu: The application form has one section on EDI, but did not ask to
self-identify.
RK: NSERC can ask the minority status, why can't we?
GHu: Previous discussion was that the EDI statement should be enough.
The winner was clear. Committee decision was unanimous.
RK thanks GG for serving in the Selection Committee.

MG joined. at 15:34.
GHa wants the list of the summer applicants.
Recipients will be disclosed in the Newsletter.

   e) Letter of support re. nEXO

Thomas Brunner requested a CINP support letter. GHu went through it with TB. 
The wordings were mostly from the brief. The letter was sent.

   f) Update on Nuclear Theory SWG

Terms of Reference approved by the Board in the last meeting.
So far 16 faculty members joined. One person was happy to run for the chair and
Jason Holt was also interested in the election. GHu will follow up.
Election will be held soon before the CAP congress.

   g) CINP May Newsletter

It will be published roughly at the end of the month.

5. News from TRIUMF (Chris)

a.
ACOT: In the Nuclear Physics parallel session, CR presented an overview of the
activities of the Nuclear Physics Department.
New committee member: Sherry Yennello from Texas A & M.

Last year, we had 40% of the normal year beam time.
We want to get back to the nominal year next year.
All groups pivoted to the analysis of the data - as a result, Nuclear Physics
Department doubled the number of publications - 40 publications last year.
But this will not continue once students start to work on their experiments.
The committee was impressed. No real negative feedback except that the students
mentioned that there was no Department-wide strategy to mitigate the isolation
issues. Jens is aware and will address that.

b.
Nuclear Physics EEC meeting:
The subatomic experiment evaluation committee is not renamed.
Namely, it is split into two separate evaluation committees, one for Nuclear
Physics and one for Particle Physics.

c.
Theory search came to an end. Negotiation with the candidate is underway.
The candidate will be announced soon.

GHu: Any updates on the 20 year plan?
CR: The 20-year vision process is underway.
CR is a part of the Nuclear Physics Working Group. Iris is the chair.  
Summary document is finished. 
The full 20-year plan committee will put together the full document.
Reiner oversees the whole process.

RK: How is the beam shifts going to be handled by the 2 EEC committee?
CR: The two are independent. Beamline 2A (ISAC) operations are unaffected.
NP EEC Committee will be granting 300 shifts per year quota to Nuclear Physics,
Material Sciences and Life Sciences.
RK: ARIEL and E-LINAC?
CR: So far not much overlap.  
Eventually, internal TRIUMF scheduling committee will have to manage the E-LINAC.
The number of Nuclear Physics shift will probably go up dramatically.

GG: What if a particle physicist wants an ISAC beam?
CR: NP EEC will have to deal with that.

GG: Long term effects of the pandemic on publications and theses being tracked
by the Department?
CR: The number of expected student theses in the short term is included in the
report. A number of thesis scheduled to be done by last year have been delayed.
At the moment, this is not fully tracked by the Department.

RK: Has there been any general discussion on how Nigel is managing?
CR: overall people are very happy.

6. Other Business

None.

7. Approximate dates of June Board meeting 
      - this is the first meeting of the new Board after the election

Main item will be the new incoming officers.
GG and CR are up for re-election.
Institutional representatives need to nominate them if they want to continue.

GHu will circulate a doodle poll.
We will try to find a time slot in that the CAP congress week.

8. Adjourn
At 16:00

