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Minutes of the February 9, 1999 meeting
Breckenridge, Colorado (AAS/AIAA Spaceflight Mechanics Meeting)
Presiding:  Dr. Robert G. Melton, Chair

Attendance:

Members present:

Peter Bainum
Robert Bishop
Paul Cefola
Shannon Coffey
Robert Culp
Louis D'Amario
Thomas Eller
Felix Hoots (Chair-elect)
Kathleen Howell
Craig Kluever
Don Mackison
Robert Melton (Chair)
Daniel Scheeres
David Spencer
David Vallado

Guest:

Dennis Byrnes (Chair, AIAA Astrodynamics TC)Members Absent:

Kyle T. Alfriend
James Campbell
Victoria Coverstone-Carroll
Wilbert Craig, III
Robert Farquhar
Hamilton Hagar
Christopher Hall
Michael Hough
Serdar Kalaycioglu
Bernard Kaufman
Arun Misra
Karen Richon
Michael Ross
Paul Schumacher, Jr.
Malcolm Shuster
Catherine Thornton
1.  Opening remarks -- Bob Melton called the meeting to order at 7:30pm and circulated a committee roster for updates.  Please note that this roster is available on the website (http://www.space-flight.org).  If anyone would prefer a hardcopy, please contact Melton.  Newly-elected members were introduced -- Paul Cefola, Craig Kluever, Karen Richon (not attending),  Dan Scheeres, and Dave Vallado.  Felix Hoots is now the Chair-elect, and will become the committee Chair at the end of the August 1999 meeting.

2. Minutes of the August 1998 meeting -- approved without change.

3. Treasurer's Report (Coffey) -- a spreadsheet showing debits and credits for recent meetings was distributed.  We have now closed out the Sun Valley and Monterey meetings; expenses for the Breckenridge meeting (to date) are available.  Shannon noted that the annual costs for the website are always charged to the winter meeting (general chairs should plan accordingly!); also, the Breakwell Student Travel Award is charged to the corresponding conference (charging these two costs to particular meetings is a logical approach since we share any profit or loss for each meeting with the AAS).  Our account made $1351 in interest this year.  

The website includes significant information that is useful to general and technical chairs:  a listing of past meeting locations, files for organizing technical sessions, notifying authors, generating author kits; a really useful Lessons Learned file created by Lou D'Amario from the Monterey Conference in 1998; a section on the Breakwell Student Travel Award; and links to the AAS and AIAA main pages.


4. Report on Summer 1998 Astrodynamics Conference, Boston, Mass.  (Kluever)  Craig reported that 94 people registered, including 86 full-paid attendees, 3 1-day attendees, and 5 retired/students.  For the technical sessions, 46 abstracts were submitted by 1/1/98 and 85 by 2/15/98.  These were organized into 12 sesssions -- 67 papers were presented, with 14 listed as either withdrawn or no-shows.  Approximately 52 papers appeared in the proceedings.

5. Report on the Winter 1999 Spaceflight Mechanics Meeting (Culp/Bishop)  Bob Culp recognized Maria Evans' contributions as AIAA General Chair to making this meeting successful.  He reported that 145 people had registered by the end of the second full day of the meeting and approximately 5 more were expected to register by the end of the meeting.  Originally, 100 registrants were expected and some last minute seating changes in the technical session meeting rooms were required in order to accommodate the higher numbers.  This meeting was organized using the AAS GNC meeting format -- technical sessions in early morning and late afternoon, with the middle of the day open for skiing or other activities in Breckenridge.  Based on a poll of several committee members and the chair, it was decided not to have a banquet.  To hold down costs, no podiums or microphones were requested, but several speakers requested podiums in the first session and so an additional cost of about $300 was incurred.  If the committee is interested in returning to Breckenridge in 2002, now is the time to begin negotiations with Beaver Run Resort. 

Bob Bishop reported that 104 abstracts were received.  These were organized into 
15 technical sessions.  As of the second day of the meeting, there were 7 papers withdrawn and 7 no-shows.  Approximately $900 in paper sales had been realized thus far, with more expected on Wednesday (last day of the meeting).

Regarding no-shows -- technical chairs are asked to provide pertinent information on these to the AAS and AIAA TC chairs (important for archival purposes), as well as to the technical chairs of the subsequent meeting.  Please provide the name of the contact author (sometimes denoted "corresponding author") and any relevant information for cases where the authors fail to show at the meeting and make no attempt to notify the session, technical or general chairs.

6.  Report on Summer 1999 Astrodynamics Specialist Conference, Girdwood, Alaska (Howell/Hoots, Howell also representing Alfriend).  Kathie Howell read a report from Bernie Kaufman (General Chair), which is appended to these minutes.  Felix Hoots reported that they have received 14 abstracts and that the deadline has been extended from Feb. 15 to March 1.  The technical chairs intend to use email and the committee's website as much as possible (including acknowledgement of abstract receipt, and placing the author package on the website); the session chair package will be mailed.  

Several committee members asked about alternate hotels in Girdwood, but no information was available.  Everyone was reminded to make car reservations as soon as possible -- a suggestion to create a bulletin board for car pooling was briefly discussed but no ideas for how to implement this were forthcoming.

7. Report on Winter 2000 Spaceflight Mechanics Meeting, Clearwater, Florida (Melton)  Tony Hagar has negotiated a tentative contract with the Biltmore Belleview Hotel in Clearwater, Florida for Jan. 23-26, 2000; however, he is no longer able to continue as General Chair for that meeting.  More info on room rates, etc.  Craig Kluever volunteered to serve as Technical Chair for AAS; Beny Neta will be the AIAA Technical Chair.  [Postscript to committee meeting:  Chris Hall has agreed to serve as AAS General Chair; Dennis Byrnes will try to identify the AIAA counterpart as soon as possible].

8.  Report on Summer 2000 Astrodynamics Conference, Denver, Colorado (Melton) Malcolm Shuster had already agreed to be AAS General Chair; Dave Vallado volunteered to serve as AAS Technical Chair (AIAA General Chair is Richard Holdaway, AIAA Technical Chair is Jeff Beck).  

9.  Report on Winter 2001 Spaceflight Mechanics Meeting (Melton)  Dan Scheeres will the AAS General Chair and Lou D'Amario the AAS Technical Chair (for AIAA, Bobby Williams will be General Chair and Les Sackett the Technical Chair).  The committee took a straw vote on possible West Coast locations (following the usual practice of each member getting two votes on the first round), with Santa Barbara winning the final round::

LocationNum. of Votes (1st round)Num. of Votes (final round)Pleasanton/East Bay
Santa Barbara
Pasadena
Long Beach
Las Vegas
Lake Tahoe
Arizona (Flagstaff, Phoenix, or Tucson)
Salt Lake City0
8
1
1
0
8
8

1
9



4
1
10.  Breakwell Student Travel Award (Melton/Spencer)  Bob Melton arranged a short presentation ceremony at 7pm on Tuesday evening (immediately following the technical sessions) to recognize Muruthi Akella, first winner of the award.  Dave Sonnabend, one of Prof. Breakwell's students, made a few remarks and presented the winner with a certificate from the AAS.  Dave Spencer briefly described how the Student Awards Subcommittee made its selection.

The committee briefly discussed what should be done about the Breakwell Award in even-numbered years (summer meetings) when AIAA takes the lead (and our committee sees no profits from the meeting).  Everyone agreed that we should consider withholding the award for those meetings, but agreed to discuss it further at the next committee meeting.


11.  Dirk Brouwer Award (Bainum)  Peter Bainum reported that there are two nominations for the award, Shannon :Coffey and Lou Walters.  No additional nominations were made and so this closed the nominations (per Melton's email message to all committee members on Jan ???)   Melton will send ballots to everyone within the next two weeks for a vote on our nominee (to be forwarded to the AAS Awards Committee).

12.  Conference Proceedings (Melton)  Bob Jacobson (Univelt, Inc.) has expressed a concern over declining sales of the bound proceedings (Advances in the Astronautical Sciences) for our meetings and is proposing that we include the price of the proceedings in our registration fees; this would amount to an additional $100.  The initial reaction of the committee was not positive; however, everyone recognized the need to preserve the conference papers in some archival form.  It was suggested that Univelt consider some alternatives and try to survey registered attendees at several meetings.  Some possible alternatives include publishing in electronic format (CD-ROM's and/or on the Web, with credit-card access required to protect copyrights), or boosting registration fees somewhat to help subsidize the cost of publishing the bound proceedings.  Melton will respond to Jacobson with these concerns and suggestions.

13.  Policies and Procedures (Melton)  A handbook of committee policies and procedures would help the committee avoid reinventing some of these procedures and/or avoid repeating some mistakes.   Shannon Coffey agreed to chair a Subcommittee on Policies and Procedures and Lou D'Amario will also serve on the subcommittee.  At least one more member is needed -- anyone who is interested should contact Shannon (and notify Melton).

14.  Other business

--  a registration list for the Breckenridge (with names, addresses, email adr.) is available
--  Lou D'Amario read a request from George Schmidt, Editor-in-Chief of the Journal of Guidance, Control, and Dynamics, soliciting quality papers in astrodynamics and asking that each committee member encourage a colleague to submit a paper in this subject to the journal.

15.  Adjournment  Bob Melton thanked Bob Culp, Bob Bishop, and Don Mackison for their efforts in making the current meeting a success.  He thanked Shannon Coffey for his continuing work as Treasurer and maintainer of the website.  The meeting adjourned at 9:30pm.


[Many thanks to Lou D'Amario for taking excellent notes, on which these minutes are based.  R.G. Melton]

Straw poll of Breckenridge in 2002.

Poll cmte re: posting minutes on website.
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Anon7 - 2021