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Business Meeting Minutes – Saturday, October 19th, 2013(Recorded by Ian Colquhoun, CAPA­ACAP Secretary­Treasurer):Association President Tina Moffat called the Business Meeting to order at 5:08 PM.Item 1: The first order of business was the Approval of the Agenda for the Business Meeting – AnnHerring moved for the approval of the Agenda, which was seconded by Rob Hoppa. The Agendawas approved unanimously.Item 2: The second item on the Agenda was Approval of the 2012 Minutes (which were published inIssue 1 of the 2013 CAPA­ACAP Newsletter). Andrew Nelson moved for the approval of the 2012Business Meeting Minutes, and Drew Wade seconded the motion. The Minutes of the 2012 CAPA­ACAP Business Meeting were approved unanimously.Item 3: Item three on the Business Meeting Agenda was Business Arising from the (2012) Minutes –there was none.Item 4: Item four on the Business Agenda brought us to the President’s Report.a) The Shelley Saunders Thesis Research GrantTina reported that the first Shelley R. Saunders Thesis Research Grants in support of the costsassociated with Ph.D. dissertation research were awarded ($800/awardee) in May 2013. Theawards were announced at that time in the Spring 2013 CAPA­ACAP Newsletter, but to refresh yourmemory the three SSTRG award recipients were:• Iulia Badescu, University of Toronto,• Stephanie Calce, University of Victoria, and• Robert Stark, McMaster University.Award Reporting: At the end of the second year following the year of the award, or upon completionof the degree (whichever comes first), a brief report (2­pages) explaining the use of the fundsshould be sent to the Secretary­Treasurer of the Association. Students are only eligible to receivethis grant once.Tina reminded everyone that the 2014 application deadline for the SSTRG award would again be onFeb 1st . Potential applicants were reminded that the grants support lab research, fieldwork,museum or archive work, but not travel to conferences.

CAPA­ACAPANNUAL MEETING2013(UTSC ­­ TORONTO, ON)

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b) Past CAPA­ACAP Annual Meeting Programs – Tina noted that Fall 2013 had seen severalrequests come her way regarding the availability of copies of past programs and paper abstractsfrom previous CAPA­ACAP Annual Meetings. This flurry of interest happened to coincide with Dr.Jerry Cybulski cleaning out his office at the Museum of Civilization in Ottawa and finding a box fullof programs that he had been keeping as the CAPA­ACAP archivist. Jerry very kindly sent them allto Tina, who currently has a McMaster student volunteer, Julilla Paul, scanning and organizing themback to 1978, so that electronic versions of the Annual Meeting Programs can be posted on theCAPA­ACAP website. Anne Katzenberg interjected that she may have copies of programs for anyyears that may be missing from Jerry’s archived collection of past Annual Meeting Programs.Item 5: Secretary­Treasurer’s Report – Ian Colquhoun: see details, attached.Item 6: Newsletter Editor’s Report – Tina introduced and welcomed Jen Sharman as the incomingEditor of the CAPA­ACAP Newsletter (beginning with the Spring 2014 Issue). Tina also expressedappreciation and a “hat’s off” on behalf of the Membership to Megan Highet for her 3­year stint asNewsletter Editor, and encouraged everyone to send any departmental news, stories, etc., toMegan as she prepares her final issue of the Newsletter (i.e., Issue 2, 2013).Item 7: Student Representative Report – Amy Scott: Amy reported that (following consultation withIan and Tina) that the Association would again be able to offer a $50 reimbursement (for travel,printing costs, etc.) to students making podium or poster presentations at the 2013 CAPA­ACAPAnnual Meeting. Amy said she would follow up on this and send out an email notice to students tocontact Ian if they wished to take advantage of this opportunity. Amy next turned to the StudentLuncheon that had been held the previous day (Friday), with sponsorship from Nelson Education.Amy reported that 44 students had attended the Luncheon; three faculty presenters had alsoparticipated in the Luncheon, delivering insights on a diverse set of topics:i) “Academic Writing: The Process of Writing for an Academic Journal and Where to Begin” (Dr.Tracey Galloway, U. of Manitoba);ii) “Applying for Funding: Tips and Tricks from Writing Effective Proposal and Funding Applications”(Dr. Megan Brickley, McMaster U.); and,iii) “CV Writing: The Dos and Don’ts of an Academic Resume” (Dr. Lesley Harrington, U. of Alberta).It was Amy’s recommendation that the Student Luncheon be carried on at future CAPA­ACAPAnnual Meetings (with, perhaps, changes to the format/presentations being worked into the mix).Amy closed by also thanking the Local Organizing Committee for their support in the planning andholding of the Student Luncheon.Item 8: Tri­Council Funding Working Group Update – Andrew Wade: on the topic of there havingbeen a record of confusion/problems with grant applications from CAPA­ACAP members “fallingthrough the cracks” once received by a Tri­Council agency, Drew reported that the Working Grouphad conducted a survey over the summer; the Working Group considered that they had received agood set of responses to the survey. Among the respondents, success rates for grant applicationsvaried widely across the Tri­Council agencies: for applications to SSHRC, there was a 27% successrate with Insight grant applications, and a 35% success rate with Discovery grant applications;among recent applications to NSERC, none had been successful; and, the success rate of

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applications to CIHR were in line with the national average for CIHR applications overall (16.5%­18.9% over recent years: http://www.cihr­irsc.gc.ca/e/47960.html). Drew went on to indicate thatCAPA­ACAP members need to have a clear sense of how to best direct their Tri­Councilapplications (depending on the nature of the proposed project); for example, a breakdown inapplication “streaming” that seems to be working at present is for primatological andpaleoanthropological applications to be directed to NSERC, bioarchaeological applications could(for the time being at least) be directed to SSHRC.Drew pointed out that a second survey focussing on past application review problems (the results ofwhich will be passed on to the Tri­Council Program Officers) had been distributed as part of theRegistration process for the 2013 CAPA­ACAP Annual Meeting. Other tactics mentioned to helpimprove the success of Tri­Council applications included things such as departmental colleaguesreviewing each other’s proposals prior to submission. The Working Group also brought forward therecommendation that CAPA­ACAP start tracking Tri­Council application success rates of itsmembers (to compare with other disciplines), and to track student representation in Tri­Councilfunding. It was suggested that a panel be organized (perhaps for the 2014 Annual Meeting) withSSHRC and NSERC reviewers/representatives as a means to try and advance the “disambiguation”of physical/biological anthropology applications to the Tri­Council agencies.Mary Silcox noted her previous success with NSERC applications, and suggested that there couldbe a problem with the wording of the survey distributed during summer 2013.Other members of the Tri­Council Funding Working Group included: Sylvia Abonyi, TraceyGalloway, Rob Hoppa, Anne Katzenberg, Helen Kurki, and Andrew Nelson.Anne Katzenberg, who is the SSHRC­leader at the U. of Calgary, drew attention to the health­basedresearch funding transfer that had occurred at the Tri­Council (i.e., away from SSHRC and towardsCIHR). Ann Herring commented that she had the impression that CIHR reviews seemed biasedagainst applications that did not include medical doctors as members of the application researchteam.Item 9: CAPA­ACAP Official Website – Tina Moffat: Tina reminded the Business Meeting that thecurrent webmasters of the CAPA­ACAP website are Leslie Chan and Jennifer Johnson. The websiteis currently hosted by a server called “fenali.net” (free of charge), that is run by a former student ofLeslie’s named Lisa. Leslie and Jennifer keep the website updated in a timely fashion and we nowhave a PayPal link on the Association website to allow online credit card payments of membershipdues.Over the summer and early fall of 2013, Tina has investigated the possibility of “renewing” ourwebsite, after visiting the Canadian Archaeology Association (CAA) website. Please see CanadianArchaeological Association (CAA) website for a comparable association’s website format:http://canadianarchaeology.comTina got in contact with Cheryl Takahashi (who was responsible for designing the CAA website), andgot an overview of how Cheryl could redesign the CAPA website.

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Project OverviewObjectives:(1) Redesign the Client’s existing website (at http://capa.fenali.net) in the following manner:Improve overall visual appeal with a fresh layout, web­optimized typography, and increased use ofimages/graphics.Redesign the home page to present popular/feature content in short, easy­to­digest snippets thatincorporate photos or other graphics. The goals are to engage visitors to drill deeper into thewebsite content and to entice them to respond to some calls­to­action (e.g., membership sign­up,event registration).Install, configure, and customize the open­source, database­driven Content Management System(CMS) Drupal (www.drupal.org).Install and configure CiviCRM constituent relationship management system to managememberships, event registrations, and email campaigns.Migrate content and member data from existing website and database to Drupal CMS.Create Annual Meeting template pages.(2) Provide web hosting (via a third party) and maintenance options for the newly designed site.Budget Estimate:(Prices are quoted in CDN$ and do not include GST. Estimates are valid for 90 days from proposaldate.)Website Redesign with Drupal CMSVisual Redesign (incl. Home Page) and Custom Theming (single creativetreatment)...................................................................................................$800–1,000Drupal Installation and Configuration (core functionality only)...................$600–700Populate web pages with Client­supplied content......................................$300–400Create Annual Meeting Template pages....................................................$300–400Total Estimate for Redesign.......................................................................$2,000–2,500Optional Add­on FeaturesRotating Home Page Slideshow.................................................................$200–300CiviCRM Installation and Configuration......................................................$800–900Total Estimate for Redesign including Add­ons..........................................$3,000–3,700Annual Web Hosting and Website MaintenanceWeb Hosting................................................................................................$125/yrWeb Maintenance (*estimate 10hr/yr @ $75/hr).........................................$750/yr*Total Estimated Annual Fee (to be pre­paid)...............................................$875/yr

Jennifer Johnson’s CAPA/ACAP wish­list of things to put on the site:• Need update of CAPA history• Add a “Meetings of Interest” page• Provide an explanation of student prizes – there were some emails back and forth about thisaround 2003• Include a FAQ (frequently asked questions) page

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• Judging information to add to the student paper section and, if wanted, a mention of the travelassistance for students who present a paper/poster• Profile an anthropologist, a student, or an event that CAPA­ACAP wishes to highlight• Include a French language mirror siteTina reflected that one reason she had started pursuing a CAPA­ACAP website “overhaul” was thatshe thought it may be wise to get the website’s server under control of the Association. She theninformed the Business Meeting that she had also got a second quote from an ex­student of Leslie’s,which had come in at approx. $2000/yr., plus an annual $70 server fee. Susan Pfeiffer moved to“spend the money”, which was seconded by Rob Hoppa. Tina suggested that any furthersuggestions could be emailed to her, and she could make an Executive decision concerning thewebsite redesign [since the Annual Meeting, Cheryl Takahashi has undertaken the redesign of theCAPA­ACAP website].Item 10: Other BusinessMary Silcox noted that the rules/guidelines regarding student eligibility for the Student Prizes are notcurrently on the CAPA­ACAP website [but, see too comments above re. this – this is something thatwill definitely be addressed in the new website design]. Mary also suggested that the current rulesrelating to the student prizes are unfair because of differing approaches to co­authorship recognition– in paleoprimatology/paleontology, the accepted practice is that all researchers involved in aparticular project are named as co­authors.Susan Pfeiffer and Andrew Nelson both noted that this discussion has been had at past BusinessMeetings of the Association [and, consequently, Tina and I have determined that this information*was* previously available on the CAPA­ACAP website, but apparently was lost in a webpagerevision] – Susan and Andrew suggested looking back over past Business Meeting Minutes and/orCAPA­ACAP Newsletters to try and retrieve this information.Ann Herring commented that the role of judging for the student prizes already makes considerabledemands on the time and energy of the judges; she pointed out that any future expansion ofStudent Prize eligibility (e.g., making co­authored/multi­authored presentations eligible) shouldseriously consider the demands that are being made of judges.Michael Schillaci followed on from this and suggested that we might create separate Master’s andPh.D. categories for the Student Prizes, and that we create separate judging panels for eachcategory.Continuing on the separate category theme, Tina offered the alternative structure of having judgingcategories for single author papers vs. student­supervisor co­authored papers.Mary Silcox remarked that she thinks there is an “uneven” awareness among students about theStudent Prize guidelines. She also suggested that a declaration of student contribution is neededfor papers/posters where there is co­authorship.Michelle Drapeau suggested that the Association should require any student interested incompeting for the Student Prizes to make a pre­Meeting submission (Michelle suggested a 1000­1500 word) summary regarding the content of their planned presentation; Michelle noted that the

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American Association of Physical Anthropologists has a similar requirement for students seeking theStudent Prizes of that Association. Drew Wade supported Michelle’s suggestions.On another note, Ann Herring proposed that the Executive Members of the Association should havetheir annual membership dues waived for the duration of their postings. Rob Hoppa expressedfavour for this move, but advised that we need to check the Constitution of the Association to makesure such a maneuver would be allowed. All were in favour of this proposal [I have no record of amotion or a second to this proposal ­­ but was more a consensus determination).Anne Katzenberg proposed that the Association award an Honorary Lifetime Membership to JerryCybulski for his long­time support of the Association, and his service as the Association’s archivist.Andrew Nelson seconded this, and approval was unanimous. Congratulations, Jerry!Going back to the Association’s Student Prizes, Emily Holland asked whether recent Ph.D.graduates and/or upper­level Ph.D. students could serve as Student Prize judges. Michael Schillacisuggested that the selection of judges for the Student Prizes should “be given back to CAPA” (i.e.,at the discretion of the members of the Association Executive).Amy Scott remarked that it would be constructive if CAPA­ACAP settled on a standardized judgingform and that it was put on the Association website for student access (in preparation of the AnnualMeeting).Future Annual Meetings:Tina announced that the 2014 Annual Meeting will be hosted by:i) University of New Brunswick (Fredericton) – local co­organizers Drs. Koumari Mitra and VictoriaGibbon. UNB Fredericton will host the Annual Meeting from Thursday November 6th to SundayNovember 9th, 2014. See the conference website http://www.unb.ca/conferences/capa/ forinformation on submissions and registration.ii) CAPA 2015? At this point, no determination has been made on the host institution for the 2015CAPA­ACAP Annual Meeting (although some interest was expressed by Rob Hoppa and the U. ofManitoba).Finally, Tina expressed thanks on behalf of the Association to 2013 CAPA­ACAP AnnualMeeting Organizing Committee: Mary Silcox, Michael Schillaci, and all the studentvolunteers (in particular Monika Sumra) for hosting the meetings!Mary responded that she welcomed everyone to enjoy lots of alcohol tonight at thebanquet (a huge roar of approval erupted in the room!). In a last closing note, AnneKatzenberg reminded everyone that U. of Calgary was hosting the 2014 AAPA Meetings– she encouraged that “Everyone come to Calgary! (and buy me alcohol!!)” – anotherroar of approval was emitted!Tina then asked for a motion to adjourn the 2013 CAPA­ACAP Business Meeting [my notes get a bithazy here ­­ I don’t have a record of who made the motion to adjourn, or who seconded the motion],but, the motion was approved with all in favour. The Business Meeting was adjourned at 6:11 PM.