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Minutes of the July 31, 2001 meeting
Quebec City, Canada  (AAS Space Flight Mechanics Conference)
Presiding:  Dr. Felix R. Hoots, Chair

Attendance:

Members present:

James Campbell 
Paul Cefola
Shannon Coffey 
Scott Dahlke
Jean DeLafontaine
Christopher Hall
Felix Hoots (chair)
Berne Kaufman
Kim Luu
Don Mackison
James McAdams
Robert Melton
Arun Misra
Ron Proulx
Paul Schumacher
Daniel Scheeres
Mark Soyka
David Spencer
David Vallado
Bobby Williams
Michael Zedd

Guests:
Rich Loquette for Karen Richon
Calina Seybold
Members Absent:

Terry Alfriend 
Yoaz Bar-Sever 
David Goldstein
Craig Kluever
Bill Craig
Serdar Kalycioglu
Bob Culp
Karen Richon
David Rubenstein

Opening remarks - Felix Hoots called the meeting to order at 11:40 and circulated a page asking for address/email changes.  Please note that the full committee roster is available on the website ( HYPERLINK http://www.space-flight.org) http://www.space-flight.org).  Felix thanked those members who would be rotating off the committee at the end of December.  These are Bob Culp, Arun Misra, Paul Schumacher, Chris Hall, David Spencer, and Bob Melton.  (Note that Chris Hall will remain on the committee until his duties as General Chair for the Summer 2002 conference are completed.)  He also welcomed Paul Cefola as the incoming Chair effective 1 January, 2002. 

Minutes of the February 2001 meeting - Everyone had received the minutes via email, and since there were no corrections, we unanimously approved the minutes without change.

Treasurer�s Report - Shannon Coffey handed out a spreadsheet showing debits and credits for the recent meetings.  There was little discussion as the recent conferences have each experienced about the same level of profits. 

Report on Winter 2001 Spaceflight Mechanics Meeting, Santa Barbara, California (Scheeres/D�Amario) � Dan Scheeres reported the final numbers from the Santa Barbara Conference. The conference went without glitches, and the profit appeared to be similar to recent conferences. Attendance was as follows. There were 49 international attendees, which is relatively high. 

Members		= 107Non-members 		= 51Students 		= 29Complementary	= 4Total Attendance 	= 191

Several lessons learned were given. The committee selected Santa Barbara before the hotel was secured, and we got lucky because the hotel was very cooperative. The hotel should be secured BEFORE voting on the city in the future. Computer projector requests are on the rise, but costs to rent them can be quite high ($450/day). 

Lester Sackett gave information about the papers. 

By deadline		= 1021 month later 		= 155Presented  		= 125
The usual late submittals were present, along with the no shows. Draper Laboratory donated the printing costs from the booklets. This was a nice gesture, and one that helped the financial status of the conference. 

Report on Summer 2001 Astrodynamics Conference, Quebec City, Canada (Misra/Spencer) � Arun Misra reported preliminary attendance figures with 195 registered attendees, broken down as 29 students, 36 non-members, and 129 members. The tickets for the Parliamentary tour and dinner were increased from 122 to 150 due to larger interest in the event. 

Ron Lisowski reported that the financial aspects of the conference suggest it will probably make some money, as several of the recent conferences have done. 

A long discussion ensued about the no-paper no-podium rule, and it�s AIAA cousin, the no-author no-podium rule. Apparently, there is an inconsistency in policy between the AAS and AIAA, and the literature for this conference was ambiguous. After much discussion, we consulted our conference planning manual.  The manual referenced the no-paper no-podium rule but did not mention anything about the no-author no- podium concept.  Felix reminded the committee that we have previously approved the conference planning manual.  He offered that, unless a motion was made otherwise, we should continue with just the no-paper no-podium rule as outlined in the conference planning manual.  No motion was made. 
	
David Spencer reported that 2 weeks after the abstract deadline, 185 abstracts were in. 4 were withdrawn before the program, 15 were withdrawn after the program, and a few were no shows at the conference, including some repeated withdraws. These are being tracked. David mentioned to be sure and include the costs of printing the program, and shipping it to the conference � a $2000 expense for this conference! 

Planning for Winter 2002, San Antonio, Texas (Luu/Alfreind) - Kim Luu noted that Terry Alfriend agreed to replace Malcolm Shuster when he had to drop out of the Technical Chair position. This caused about a 1 month slip in the plans for the conference, but things seem to be on track again. The dinner on Tuesday night will be on the Alamo grounds (but not inside the actual Alamo). The conference rate will be $210, and non-members will pay the additional $85 to become members for one year. The official, and �Uncle Terry� posters will be sent to AAS Listserv for added visibility.   

Planning for Summer 2002 AIAA, Monterey, California (Hall). This is an AIAA led conference � Chris Hall reported that the meeting will be at the Monterey Double-Tree hotel. The site visit has not yet occurred. The AIAA General and Technical Chairs are Cheryl Walker and Beny Neta, respectively. 

Discussion of Winter 2003 AAS (Proulx/Scheeres) - Kim Luu summarized information about the possible meeting locations we had voted on at the last meeting. Charleston had difficulty meeting the Government per-diem. Lake Placid had 2 hotel complexes that would support the per-diem rates. Puerto Rico had expensive rooms, but Arun Misra thought the per-diem would cover the higher rates. We narrowed the prospects to Lake Placid and Puerto Rico.  The voting results were Lake Placid, New York (6), Puerto Rico (13). The AAS General and Technical chairs were selected as shown in the paragraph title, respectively. The AIAA General and Technical Chairs are Al Cangahuala and Mark Pittelkau. 

Discussion of meeting site for Summer 2003 Astrodynamics conference (Hoots) - Mark Soyka gave a definitive 4-slide presentation on the sites from the last meeting. We voted twice to narrow the list (votes are in the parentheses). First vote: Montana/Wyoming (9), Colorado (9), New Mexico (3). Second vote, Kalispell (9), Steamboat (7), Big Sky (5). Mark Soyka will continue to research these sites, and he agreed to be the general chair. Jean de Lafontaine agreed to be the technical chair. The AIAA General and Technical Chairs are Jon Sims and Al Treder. 

Discussion of meeting site for Winter 2004 Astrodynamics conference (Hoots) � We discussed possible meeting locations suggesting Hawaii, San Diego, Oregon, Seattle, and Lake Tahoe. Kim Luu volunteered to help research these cities.  

Committee on Conference Fees � Alfriend, Melton, Richon, Spencer. � There was no status to report. 

Breakwell Student Travel Award (Hall) - Chris Hall reported that there were 7 applicants for the award.  Timothy Cichan was the Breakwell Award winner this time.  His paper title is "Optimal Trajectories for Non-Ideal Solar Sails."  Chris Hall and David Spencer are rotating off this committee, and Dan Scheeres (who also volunteered to be the new chair), and Craig Kluever (by Dan�s recommendation) volunteered to replace them.   

Dirk Brouwer Award (Mackison, Misra, Alfriend, Culp) - Don Mackison discussed the nominations received for this year. There was one nomination received by the 1 July deadline. Bob Farquhar tried to provide a nomination from the floor, and a lengthy discussion ensued about the policies, which were recently revised based on the difficulties encountered in last year's process. The confusion arose because the new AAS policies state that the packages must be received by AAS by 1 July, yet a recent AAS awards notification mentioned a 3 Aug date. The committee voted on a motion to uphold the AAS policy despite the conflicting announcement.  The motion passed 13 to 1. Don Mackison will let Bob Farquhar know of the results, and suggest that he submit his nomination for next year.  Arun Misra will be leaving this committee, and Shannon Coffey volunteered to take his position.  

Policies and Procedures � The work on this committee has largely been finished, so it will revert to an inactive committee. 

New Members � Members were encouraged to nominate new members to the chair.  We currently have 2 nominations and 6 vacancies.  Additional nominations will be solicited from the committee and then a vote will be taken by email.
 
Other Business � We discussed the possibility of contacting those who paid the non-member registration fee for Quebec and seeing if they would be interested in a one-year AAS membership.  Contingent on the availability of profit from the Quebec conference, those interested would receive a one year AAS membership. We agreed this was a good option to pursue. 

Adjournment - The meeting adjourned about 2:00 pm.

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