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Minutes of the January 25, 2000 meeting
Clearwater, Florida (AAS/AIAA Spaceflight Mechanics Meeting)
Presiding:  Dr. Felix R. Hoots, Chair

Attendance:

Members present:

Peter Bainum
Yoaz Bar-Sever
Paul Cefola
Shannon Coffey
Wilbert Craig, III
Scott Dahlke
Louis D'Amario
Christopher Hall
Felix Hoots (chair)
Craig Kluever
Jean de Lafountaine
Kim Luu
Don Mackison
Robert Melton
Arun Misra
Karen Richon
David Rubenstein
Daniel Scheeres
Malcolm Shuster
Mark Soyka
David Spencer
David Vallado

Guests:

Dennis Byrnes (Chair, AIAA Astrodynamics TC)
Kyle T. Alfriend (for Bernie Kaufman)
Kathleen Howell (final report on Girdwood conference)
Ron Liskowski (AIAA GC, summer 01)
Les Sackett (AIAA TC, winter 01)
Members Absent:

James Campbell
Victoria Coverstone-Carroll
Robert Culp
Robert Farquhar
Tony Hagar
Serdar Kalaycioglu
Bernard Kaufman
James McAdams
Paul Schumacher, Jr



Opening remarks -- Felix Hoots called the meeting to order at noon and circulated a page asking for address/email changes.  Please note that the full committee roster is available on the website (http://www.space-flight.org).  If anyone prefers a hardcopy, please contact Felix.  New members, delaFontaine, Soyka, Luu, Rubinstein, Bar-Sever, and Dahlke, were introduced and welcomed.

Minutes of the August 1999 meeting - Felix read the minutes and they were approved without change.

Treasurer's Report (Coffey) - A spreadsheet showing debits and credits for recent meetings was distributed.  We have closed out the Girdwood Alaska meeting, with a reported profit of $9377, including the expenses for the web site ($674) and the Breakwell Student Travel Award ($1000).  Shannon noted that the web site expense (normally charged to the winter conference) was charged to the summer conference because we had so much profit.  The amount of the Breakwell Award will always be charged to the corresponding conference.

Report on Summer 1999 Astrodynamics Specialist Conference, Girdwood, Alaska (Kaufman/Howell).  Terry Alfriend reported the information from Bernie Kaufman concerning the conference. There were a total of 210 registrants, 130 members, 22 students, and 58 non-members. The profit was $9377 and it came from three sources: more people attended than expected, hotel costs were less than expected, and paper sales were very good.  Kathie Howell discussed the rate of turn-ins for abstracts.  25% of the abstracts were received by the deadline. Felix Hoots presented his curve showing the slow progress to get all the papers in.  By the time of the conference, there were 170 papers, and 7 solicited for a special session.  5 papers were rejected or combined with other papers, 3 withdrew early, and 11 withdrew after the program was printed.  There were 3 no shows.  Kathie noted it was the first time the web had been used extensively for the processing of papers.  It had a few glitches, but overall, it worked quite well.  Thanks were given to Shannon Coffey for setting the web procedures and making sure it worked.
 
Report on Winter 2000 Spaceflight Mechanics Meeting, Clearwater, Florida (Hall/Kluever) Chris Hall reported that about 150 people had registered for the conference.  This covered the cost of all the rooms, and we incurred no penalties.  The dinner theatre on Tuesday night was over-estimated.  We had originally planned for 120 tickets, and only sold about 65 tickets by the time of the dinner.  We were able to work with the hotel and performing crew to limit extra food and expenses and the event was covered.  Chris read a letter he had received concerning the conferences.  It suggested we look at the use of credit cards.  This is difficult to do because of the additional fees and processing burdens.  Use of travelers checks if currency rates are a concern is one solution.  The letter also suggested we choose cheaper hotels.  We have always tried to get hotels that would match the government rate.  It's usually a pretty good compromise between a hotel that has adequate facilitates, and a reasonable price. 

The letter suggested that we publish internet, phone, and address information on participants.  This evoked a long discussion that was summarized in the following motions. 

(a) With respect to authors, and session chairs:  Conference organizers will not publish email, but will provide affiliation in the program. 26 Yes, 1 no. 

(b) With respect to conference participants:  Conference organizers will not publish a separate document containing email, or address in any form including the web site except for internal use.  Amended to include the fact that it's ok to publish email and address info on session chairs and general and technical chairs for announcements of the program. 11 yes, 10 no. 

(c) With respect to names appearing in the program (authors, session chairs, conference chairs):  Conference organizers will include descriptors with companies to identify location, for instance, Boeing, Seattle. 15 yes, 1 no. (some people had left by this time).

Craig Kluever reported that 110 papers were received for the conference. 105 were in the program, consisting of 15 sessions and 2 special sessions. 3 papers were withdrawn, so far, and only 1 no show was reported.  There were currently 4 missing papers. 

We had the usual discussion concerning timelines for abstracts. The conclusion was again to leave the timelines in place, but keep them somewhat soft as appropriate to obtain sufficient papers. 

We also discussed the need to keep exactly [or very close to] a 100 word limit in the abstracts for the programs. This will help future conferences by streamlining the program guide. 

Report on Summer 2000 Astrodynamics Conference, Denver, Colorado (Shuster/Vallado) Malcolm Shuster began the remarks saying that the general chairs do very little before the conference (when AIAA is the lead).  Astrodynamics has been allocated 15 sessions over 3.5 days (Aug. 14-17).  The conference will occur at the Denver Marriott Technology Center.  A site meeting will occur on Feb. 10, 2000.  Dave Vallado (AAS Technical Chair) noted that as of the abstract deadline on Jan. 3, 2000, we had only about 50 abstracts.  That number increased to about 65 at the time of the Clearwater conference.  We decided to extend the deadline to 1 Feb, and had it announced throughout the conference to try and gain the additional papers.  Because this is an AIAA conference, we have several hard deadlines and cannot keep moving the date back.  Jeff Beck (AIAA Technical Chair) noted that the program is due to AIAA on Feb 25, 2000.

Report on Winter 2001 Spaceflight Mechanics Meeting (Scheeres/D'Amario) Dan Scheeres reported that the meeting is set for Feb. 11-14, 2001 at the Radisson Hotel in Santa Barbara, California.  The government rate is available.  The call for papers will go out in March 2000.  They are planning a little larger reception on Monday night and not having a banquet on Tuesday.  Rather, they are planning for a few speakers to give a short discussion, ending about 5:00 pm.  This will allow people to get out and enjoy the town.

Planning for Summer 2001 Astrodynamics Conference (Misra/Spencer) Arun Misra reported that he is leaning towards a July 30-August 2 2001 meeting date in Quebec City, Canada.  This will be just before the GNC conference in Montreal the following week.  We discussed the possibility of a government rate, but no one knew what the rate was.  Arun was going to check on the prices in Quebec City first, then Montreal, currently about $127 per night.  David Spencer noted that the call for papers would go out sometime in October.  A theme was suggested for a 2001 orientation, perhaps with some futuristic ideas. 

Discussion of meeting site for Winter 2002 (Hagar) Tony Hagar was not able to attend the conference but sent some information on possible locations in the southwest area.  He has looked at two hotels in San Antonio.  We discussed potential locations for the winter meeting.  Suggestions included Sante Fe, San Antonio, Flagstaff, New Orleans and others.

 Discussion of meeting site for Summer 2002 (AIAA) The location for the summer 2002 meeting was not discussed at the AIAA committee meeting so our discussion was tabled until our next meeting.

Breakwell Student Travel Award (Hall) Chris Hall reported that the Student Travel Award Subcommittee There were two applicants: one from Stanford and one from Michigan.  The winner was Weiduo Hu, student of Daniel J. Scheers, Dept of Aerospace Engineering, University of Michigan.  His paper was titled "Spacecraft Motion about Slowly Rotating Asteroids," coauthored by W. Hu and D.J. Scheeres. Chris suggested the chairs conduct more advertising to make sure the word gets out for students awards.

 Dirk Brouwer Award (Bainum)  Peter Bainum reported that the Professional Awards Subcommittee is presently holding over one nomination from previous years (Louis Walters).  Paul Cefola has been nominated.  Felix plans to send an email to all committee members asking for any additional nominations by Feb.4th.  After that, voting will occur by email and results will be forwarded to Peter Bainum.

 Policies and Procedures (Coffey) Shannon Coffey reported that the subcommittee (Coffey, D'Amario and Melton) has completed a draft of a Policies and Procedures Manual.  It will be emiled to all committee members for comments.  Bernie Kaufman and Terry Alfriend have also started on a conference planner�s manual.  Kathie and Felix will complete information from the technical chair standpoint.  There was some discussion on whether to combine the two projects or keep the two documents separate.  No decision was made but the two groups will work closely together as they complete their projects.

Mark Soyka developed a chart to conduct meeting planning.  This could be very useful for future conferences.  He also suggested numbering sessions so one can tell the day and morning or afternoon from the paper number using letters in addition to the number. 

 Conference Proceedings � Bob Jacobs, the publisher of our conference proceedings, has expressed a concern with decreasing sales.  He has asked that we consider including the proceedings in the price of registration.  A related problem is the price of page charges for the Journal of Astronautical Sciences (also published by Bob Jacobs) and increasing pressure to include non-technical papers in the journal.  The committee expressed support to have the journal continue as a technical publication.  The committee also feels that we should continue to have a high quality proceedings for our meetings.  Malcolm Shuster volunteered to research alternative publishers where prices might be less.  Felix with talk with Kathie Howell, editor of the Journal, to get her perspective on this issue.

Adjournment  The meeting adjourned at 1:40.


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