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��ࡱ�>��	68����5��������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������������@	��d jbjb��	6�d�dF������lTTTTTTT����8��D���``vvvQJ��TVVVVVV,A a��T�QQ���gTTvv�,4ggg�TvTvTgh�TTTT�Tg�g��\|TT  %*������ 4���6g g��Minutes of the AAS Space Flight Mechanics Technical Committee Meeting

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

Attendance: 
Members present:

Terry Alfriend
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 Vadali

Guests:
Al Cangahuala (Tampa AIAA Tech Chair)
David Spencer (AIAA Astrodynamics TC Chair)Members absent:

Maruthi Akella
Bob Bishop
Rich Burns
Russell Carpenter
Ken Chan
Victoria Coverstone
Steve Crumpton
Bob Farquhar
Mike Gabor
Pini Gurfil
Felix Hoots
Craig McLaughlin
Jay Middour
Hank Pernicka
Ralph Sandfry
Jim Woodburn
Introductions 
Kim Luu called the meeting to order, and members introduced themselves.  Kim recounted the major successes of the TC under the guidance of Terry Alfriend and expressed appreciation for his service and commitment.  The new TC members were given a special welcome.

Minutes of the Summer 2005 TC Meeting (Lake Tahoe)
Minutes of the Summer 2005 TC Meeting at Lake Tahoe were distributed to TC members via email and were accepted.  Kim Luu noted that the meeting minutes were amended to record TC business conducted between meetings; these additional notes are labeled clearly (e.g., �Subsequent to the TC meeting, [action taken]��).

Treasurer�s report
Shannon Coffey presented financial status by means of a detailed spreadsheet.  The total SFM TC account balance at the end of 2005 was $54,234.  The only significant outstanding liabilities are $20K owed to Praxis for development of the Conference Administration website (Praxis seems to be in no hurry to collect this!) and $12K for the on-line registration system.

Winter 2008 site selection 
Of the five locations that Terry Alfriend presented for consideration, only Colorado Springs, Galveston, and Houston have produced hotel proposal offering the government per diem lodging rate to our group.  A nonbinding vote produced 15 votes for Galveston and 1 vote for Colorado Springs.  The official vote will be conducted by email at a later date since a large percentage of the TC was absent at this meeting.

Conference administration and online registration websites
Shannon Coffey presented a description of both systems.  The online registration site was completed January 21 and actually used at the registration table during this conference.  Overall, the system worked well.  The Conference Administration site allows not only for submission of abstracts but pre-prints and final papers as well.  The success of these systems will likely determine whether to eliminate credit card machine rental for registration, eliminate hardcopy paper sales, and/or perhaps distribute CD Proceedings through the conference registration site.

John Breakwell Student Travel Award
Hanspeter Schaub reported that four applications were received for this conference.  Three were awarded.  There will be no awards this summer due to the conference being led by AIAA.

Dirk Brouwer Award
Rao Vadali reported no activity.

Proposed changes to Policies and Procedures Manual
Terry Alfriend presented changes to the wording of the manual regarding selection of new members and exit of outgoing members, and extending length of a member�s term if necessary.  The changes were accepted unanimously in a nonbinding vote.

Institution of Conference Administration & Technical Administration Subcommittees
Kim Luu presented slides outlining new subcommittees that would assist the General Chair and Technical Chair of each conference.  There has been a notable shortage of volunteers to take on the duties of conference GC due primarily to the complexity of the job and the tremendous time commitment required.  Yet organization of the conferences is one of the primary purposes of this TC.  This proposal attempts to spread the work load by creating a Conference Administration Subcommittee to be responsible for particular tasks previously assigned to the GC, including obtaining hotel proposals for future sites, selection of the conference hotel, negotiating the hotel contract, submitting the AIAA sponsorship form, assisting in developing the conference program and menus (upon request by the GC), and running the conference registration and administration onsite.  The GC will continue to have the final responsibility for the conference program, menus, and budget, to set registration fees, and to act as the primarily liaison to the conference hotel.
As a result of developing the Conference Administration and Registration systems, the TC has a need for some members to be knowledgeable about the workings of these systems so that Shannon Coffey will not be personally required to train conference chairs.  The Technical Administration Subcommittee would be responsible for maintaining these systems, training the conference and session chairs in the use of our new tools, reviewing and maintaining paper formatting standards and guidelines, and coordinating paper review for proceedings submissions to meet the new requirement for timely CD Proceedings.
The final section of this proposal addresses expectations to share the work load: All TC members shall be a member of a subcommittee, except those who have served as an AAS technical or general chair at an AAS-led conference at least once in their current tenure.
Site selection guidance
Kim Luu suggested that the TC, in making its site selections, should base their selection on received hotel proposals, rather than general knowledge of the location.  For example, the TC voted to go to Tampa at the Summer 2004 meeting in Providence, despite not having any proposals offering government per diem lodging rate to our group.  This decision may be partly influenced by the fact that the Winter 2000 conference in Clearwater (only 5 miles away from the Westin Innisbrook) was able to book a hotel at the government rate for all attendees.  The conference GC cannot be held responsible for finding an advantageous lodging arrangement after the site selection has been made because of the particular constraints of our group (adequate meeting facilities and government lodging rate).  A similar situation occurred just now during the Winter 2008 site discussions when someone mentioned that Austin likely offers better hotels at the government rate and that the Winter 1996 conference was at a nice hotel in a good part of the city and offered the government rate.  Selection of a site based on general knowledge and outdated information may lead us to the same situation in faced in Tampa: a nice hotel with a very high lodging rate.








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