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��ࡱ�>��	9;����8��������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������@	���"jbjb��	<�d�d�������lTTTTTTT����8��L�v�������J�3555555,  @�aT��a:TT��P4:::T�T�3:h"�"TTTT3:�:��;|TT�<r*���"��4vv�6�:��:��Minutes of the Joint Meeting
AAS Space Flight Mechanics and AIAA Astrodynamics Technical Committees

23 January 2006
Westin Innisbrook Golf Resort, Tampa, FL
AAS/AIAA Space Flight Mechanics Meeting
Presiding:  Dr. Kim Luu, Chair of AAS SFM TC

Attendance: 
Members present (AAS):

Terry Alfriend
Bob Bishop
Shannon Coffey
Tom Eller
KC Howell
TS Kelso
Richard Longman
Alan Lovell
Kim Luu (Chair)
Fred Pelletier
Paul Penzo
Hanspeter Schaub
Dan Scheeres
Paul Schumacher
John Seago
Alan Segerman
Aaron Trask
Rao VadaliMembers present (AIAA):

Bruce Bowman
Dennis Byrnes
Al Cangahuala
Todd Cerven
John Cochran (for David Cicci)
David Garza
Bob Glover
Jose Guzman
Alan Lovell
Fred Pelletier
Mark Pittelkau
Ron Proulx
Dan Scheeres
Jon Sims
David Spencer (Chair)
Thomas Starchville
Opening remarks 
The lunch meeting was called to order at approximately 11:25 by Dr. Kim Luu, AAS Space Flight Mechanics Technical Committee Chair, who conducted the meeting.  In attendance was Dr. David Spencer, AIAA Astrodynamics Technical Committee Chair. 

Final report on the Summer 2005 Astrodynamics conference
AAS General Chair Kathy Howell reported on the Summer meeting in Lake Tahoe.  The conference occupied 719 hotel room nights.  There were 207 conference registrations, 72% of which used credit cards which cost $1200 to process.  The final cost of the conference was less than expected.  The off-site event was successful, included as part of the registration fee; there were other event ticket sales as well.  A computer projector was purchased for conference use.  The conference cleared an approximately $9200 profit.  The on-line abstract submission system was used for the first time, with 174 abstracts submitted and a final total of 159 papers.  There were 3 invited sessions.

Interim report on the Winter 2006 Space Flight Mechanics conference
AAS General Chair Paul Schumacher reported on the ongoing Winter meeting in Tampa.  There were 130 conference registrations to date, with approximately 140 needed to break even.  Of the 139 accepted papers, 11 had been withdrawn.  The credit card machine was not available as promised, but extensive use was made of the new on-line registration system, using it to register 90 people so far.  There will be less need for a credit card machine as we increase use of the on-line system.  There is currently a 2.5% charge for on-line credit card payments.

Summer 2006 (Keystone, CO) status 
AIAA Technical Chair Mark Pittelkau reported on the status of the upcoming Summer meeting.  The abstract submission deadline, currently January 27, may be extended, especially in light of the coincidence of the deadline and the Tampa conference.  There are 3 special session planned: NASA conjunction assessment, Perspectives on Earth/Moon/Venus drag, and Stardust.  Mark recommended a rewrite of the call for papers in order to clean it up after years of small changes.

Winter 2007 (Sedona, AZ) status
AAS General Chair Bob Bishop reported on the status of the upcoming Winter meeting, scheduled to begin on Sunday, January 28, 2007.  The conference will be the only event taking place at the hotel at that time.  The hotel room rates (single) will be $104 or the prevailing government rate; double rooms will be $134 and premium suites will be available.  There will possibly be a dinner at the Lowell observatory, which is a 40 mile drive; a bad weather backup event is being considered.  There are approximately 250 rooms in the hotel, with several other hotels 2 to 3 miles toward town.  Tom Eller discussed the planning of retrospective sessions on the last 50 years in astrodynamics.

Summer 2007 (Mackinac Island, MI) status
AIAA General Chair Dan Scheeres reported on the status of the meeting.  The hotel contract has been signed with a clause that lodging costs will not exceed the government per diem rate by more than 25%.

Winter 2008 discussion
Terry Alfriend presented cities for consideration, as previously circulated by email (Mobile, Colorado Springs, Galveston, Houston, Austin), with several options in most cities.  Terry noted that the single Austin location is very isolated and expensive.  The hotels in Mobile are not offering the government rate to all attendees, only those with government IDs.  The group rate for the Battle House (Mobile) is $145.  Another option in Mobile is the Riverview Plaza Hotel offering a rate of $124.  The government per diem lodging rate in Mobile is $60.  The Sheraton (Colorado Springs) is not in a desirable location; there is not much within walking distance.  The Antlers (Colorado Springs) is in a better location in downtown with several restaurants within walking distance.  The Moody Garden Hotel (Galveston) is nice but isolated.  The San Luis Resort (Galveston) is a large complex on the main drag facing the Gulf of Mexico.  If we have the conference in the Houston area, we may be able to draw in participation and perhaps assistance from the Houston sections of AAS and AIAA.

Kim Luu indicated that she prefers to rule out sites that won't provide a government per diem lodging rate to all conference attendees.  Terry Alfriend noted the possible need to decide between higher scale locations and more affordable locations.  After substantial discussion, the joint meeting voted overwhelmingly to set a guideline of holding conferences at locations that can provide lodging to all attendees at no more than 25% in excess of the government per diem rate.

CD proceedings
Kim Luu reviewed the prior discussion regarding publication of the conference proceedings on CD, including the new $40 addition to the conference registration fee to cover the cost of the official CD proceedings.  Under the new system, a final paper submission deadline must be set, approximately 4 weeks following the conference.  On-line preprints would be available to all registrants, as at the Tampa conference.  Ultimately, this would eliminate the need for hardcopy preprints and a paper sales room.  

There was some discussion regarding the deadline for submission of the final version of papers.  It was noted that hard copies could still be made during the conference at the hotel business center.

Conference standardization
Terry Alfriend presented a report on the email assessment of standardization issues.
   a) Standardization of aper presentation times and lengths.  The votes were:
             SFMC  Astro TC
             --------------
         yes:  22     11 
         no:    1      2

      The voting indicated strong support for the proposal.

   b) Prohibition of membership in both technical committees.  The votes were:
             SFMC  Astro TC
             --------------
         yes:   9      5 
         no:   13      8

      The voting indicated no support for the proposal.

   c) Non-acceptance of conference papers based on classified or proprietary data.  The votes were:
             SFMC  Astro TC
             --------------
         yes:  16      6 
         no:    6      7

      The voting indicated some support for the proposal.  Such an implementation would need careful wording of the requirements.  There was a discussion regarding how such a plan might be implemented, along with associated drawbacks.

The meeting adjourned at approximately 1:10 pm.


Respectfully submitted, Dr. Alan M. Segerman.








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