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08��0.888b���/8�/8J8��l-D���/����3�a���f^�.&�/4M0<�0�.�w4�tw4�/8�������AAS Technical Committee

Minutes of the August 5, 2003 meeting
Big Sky, Montana  (AAS Astrodynamics Specialist Conference)
Presiding:  Dr. Paul Cefola, Chair

Attendance:

Members present:

Terry Alfriend
Shannon Coffey
Paul Cefola (chair)
Jean de Lafontaine
Bob Farquhar
David Folta
Michael Gabor
Christopher Hall
Felix Hoots 
Craig Kluever 
Richard Longman
Kim Luu
Don Mackison
Jim McAdams
Jay Middour
Paul PenzaPenzo
Hank Pernicka
Ron Proulx
Chris Sabol
Daniel Scheeres
John Seago
Mark Soyka
____ ValdiRao Vadali
David Vallado
Bobby Williams
Jim Woodburn
Guests:
Don Mackison
Jon Sims (Big Sky AIAA Co-chair)
Al Tredear (Big Sky AIAA Co-chair)
Chris Hall (AIAA TC Chair)


Members Absent:
Bob Bishop
Scott Dahlke
David Goldstein
Craig McLaughlin (represented by Chris Sabol)
Karen Richon (represented by David Folta)
David Rubenstein
Yoaz Bar-Sever
Michael ZeddJayant Sharms (represented by Carl Toews)

Opening remarks � Paul Cefola called the meeting to order at 11:30.  Please note that the full committee roster is available on the website ( HYPERLINK http://www.space-flight.org) http://www.space-flight.org).   

Minutes of the January 2003 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 presented a spreadsheet showing debits and credits for the AAS account.  There was some lingering discussion about the Ponce results.  There was a comment that additional dollars flow in and out of the account in years in which the AAS has both conferences (as it is this year).  This gives rise to the possibility of larger swings in the balance as larger volumes of expenditures occur. The new (separate) account for the SFMC held at AAS Headquarters will be available about September 1 with an initial balance of $20K. The remaining $20K will most probably come from future conference profit/loss, although no definite decision has been made by AAS on this yet.  

There was a discussion about what to do with the paper charges for the best paper from the San Antonio and Ponce meetings (since they occurred after the decision to fund the paper charges).  A motion was made, and unanimously supported, to pay all three (including Big Sky) paper charges for the best paper. The recommendation was for future conference chairmen to plan for this as a regular conference expense. (This should probably be inserted into the conference planning guidebook).  The committee chair notes that this helps the JAS and the overall AAS.

Kim Luu has included the best paper page charges in the Maui budget.

Final Report on Winter 2003, Ponce, Puerto Rico (Proulx/Scheeres) (Full financial report to be included at the end of this document ??)

Dan Scheeres reported that 140 154 papers were accepted, 9 w/dwere withdrawn early, and there were 15 no-shows forresulting in aa total of 130 papers presented. 

[Note - the hard cover Proceedings from Ponce, which will include a CRROM are expected from Univelt in early October]

Ron Proulx reported the final financial numbers from the Ponce Conference.  The conference went well, but there was a nearly $10K loss. The largest single factor was the difference in the budgeted registrations, vs. the actual number of registrations.  This accounted for almost $7K of the difference. We never discussed reasons for the lower attendance, or the shift to higher student attendance.  The number of students attending was much higher than inhas continued to grow recent conferences.  Planned attendance was 170.  There was a long discussion, and the report was approved. 

The following is the registration for the Ponce meeting:

Members		= 86Non-members 		= 36Students 		= 36Total Attendance 	= 158

The comment was made that during the odd-numbered years when AAS sponsors both meetings, that the de-facto SFMC budget is significant relative to the overall AAS budget and that effective stewardship is important.

Interim report for Summer 2003 AAS, Big Sky, Montana (Soyka/deLafontaine).
This is an AAS led conference. 

Jean de La Fontaine presented interim information from the conference.  At this point, about 80 papers were uploaded to the AAS website, and there were about 158 presentations expected.  There was a discussion about automating the abstract and program process.  Although work had been done in Latexc, it isn�t used by everyone, so WORD is the better choice.  Finally, Jean recommended that Session chairs remind all authors to submit their paper to the Journal for publication. 

Mark Soyka reported that he had benefited from some lessons learned from Ponce.  He had budgeted a 13% margin in the planning, and the target numbers were within a person or two of what was planned.  The Big Sky registration numbersre were 111 members, 43 non-members, and 47 students at the time of the committee meeting. He Mark also mentioned that they committee of General and Technical chairs had generated a �Big-Sky� handbook to consolidate all their functions, and that greatly helped the process. 

At the registration, an informal survey was handed out to help gauge why people come, their preferences, etc.; a total of 95 surveys were returned:. 

The most common form of information concerning the conference came from (in order) website, colleagues, email, and mailings.  Since the mailings typically cost $1-1.5K, there was some discussion about whether this was useful effective or not.  
86% want to pre-register on-line
, 71% want the food service kept about the same
, and 54% want to extend the conference to 4 full days if necessary
. 66% prefer not to have proceedings ready at the conference if having such proceedings requires earlier submission of the papers. 

The free year AAS membership is starting to have some trends.  In 1999, 20 were added, of which 9 are still active.  In 2002, 24 were added, and 7 are still active. 

Finally, the social event was well received, although one table didn�t get all the choices on the menu.  The restaurant was very accommodating, refunding the prices for those dinners.  

Planning for Winter 2004 AAS, Maui, Hawaii, (Luu/McLaughlin)

Kim Luu reiterated that folks should reserve the conference rooms early, probably at least 3 months before the deadline as this is the high season, and the conference rates are quite impressive.  Planning a 9% margin, the expected registration is $315 for members, $400 for non-members, and $225 for students. A total of 130 total registrations are projected including 40 students.  Kim wants to wait until some abstracts come in before committing to the final numbers and doing the official announcement of costs.  The Sunday reception is planned to be lite lite due to the numerous time zone changes that will be experienced by most attendees.  The Luau on Tuesday night will not be subsidized and it�s expected to be about $60.  The Brouwer lecture is scheduled for Monday evening, and Dr Joe Janni (formerly (?) ofAFRL) will do a special session on Monday morning.  There will be no paper mailing for the conference. The AMOS tour is Thursday night, and will likely be only available to US citizens (about 60 spaces). 

Discussion of meeting site for Summer 2004 Astrodynamics conference, Providence, RI. (Gabor/Kluever) 

This is an AIAA led conference. 

The AAS general Chair will be Michael Gabor and the AAS Technical Chair will be Craig Kluever.  No new information was available at this time.  The AIAA General / Tech chairs are Beny Neta and David Spencer. 

Discussion of meeting site for Winter 2005 Astrodynamics conference. (Gabor/Vallado). 

Several sites were researched and discussed. Votes were taken. New Orleans (11), Breckenridge (11), Banff (9), Park City (7). The first three were then voted on again with 14/18/14, and 6/9/10, the last being just one vote each.  The final vote was between Breckenridge and Banff (11/13). There was some discussion about foreign travel, per diem, and so additional work was to be done over the next week or two, and an email confirmation was to be conducted. 

Discussion of meeting site for Summer 2005 Astrodynamics conference. (Cefola) 

Bobby Williams volunteered to be the Tech Chair for this conference. The site selection will be done by email � it is scheduled as a �west� conference. 

Breakwell Student Travel Award (Scheeres, Kaufman, Kluever) � Dan Scheeres mentioned that 10 applications were received and Rodney Anderson and Dong- Jin Lee split the award.  Kim Luu has included the paper charge costs in the Maui calculations. 

Dirk Brouwer Award (Alfriend) � Four nominations were received (David W. Dunham, Kathleen C. Howell, Nguyen Xuan Vinh, James R. WrightJim Wright, David Dunham, Prof. Dinga (?) and Kathy Howell). The first twoDavid Dunham and James Wright are repeats from last year. (Paul � isn�t this the 3rd time for Dunham?) .  Voting will be done by email as in previous years.    

Vinod Modi Lectiure (Alfriend) � 

There was some discussion about the need for guidelines for conducting memorial lectures.  We envisioned a point when there could be several worthy lectures at the same time. 

AAS National Business (Cefola) � Paul Cefola has been active in the AAS National meetings, and this is seen as a positive trend. The last AAS Executive Committee telecom (held on July 31) focused on Paul reiterated the goals of financial planning, membership development, JAS timelinessand getting the AAS Journal of the Astronautical Sciences up to date.  The latest draft report on the JAS is attached.. 

Other Business �
Paul Cefola mentioned that there are 8 vacancies to consider filling this Fall on the AAS Technical Committee. 

We still did not have a discussion about using credit cards that was left-over from three meetings.  The rate could be up to, but probably less than, 5%. This could be a nice feature, but also could dig into any potential profits/break-even for a conference. Karen Richon had an action to investigate this further, but was not at the this conference.  

Bob Farqhuar mentioned the idea of academic research and the possibility of awarding good research, literature searches, etc.  He has also presented this to the AIAA Astrodynamics TC.  This is still in the beginning stages. 

Kim Luu mentioned the idea of electronic registration (something seen in the pre-registration questionnaire). The committee moved that Kim could continue to research using electronic registration, if cost efficient. 

Adjournment - The meeting adjourned about 1:30 pm.

-1-



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