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Minutes of the 11-12 February 2003 meeting
Ponce, Puerto Rico  (AAS Space Flight Mechanics Conference)
Presiding:  Dr. Paul Cefola, Chair

Attendance:

Members present:
Terry Alfriend (11-12 Feb)
Shannon Coffey (11-12 Feb)
Paul Cefola (chair) (11-12 Feb)
Scott Dahlke (11-12 Feb)
Jean DeLafontaine (11-12 Feb)
Felix Hoots (11-12 Feb)
Richard Longman (11-12 Feb)
Kim Luu (11-12 Feb)
Jim McAdams (11-12 Feb)
Michael Mesarch (for Karen Richon) (11-12 Feb)
Jay Middour (11 Feb)
Ron Proulx (11-12 Feb)
Chris Sabol (for Craig McLaughlin) (12 Feb)
Daniel Scheeres (11-12 Feb)
John Seago (11-12 Feb)
Mark Soyka (11-12 Feb)
Bobby Williams (11 Feb)
Jim Wright (for Jim Woodburn) (11-12 Feb)
Michael Zedd (11-12 Feb)
Guests:
Chris Hall (AIAA Astro TC)
(11 Feb)
Mark Pittelkau (AIAA tech chair)
(11 Feb)

Members Absent:
Yoaz Bar-Sever
Bob Bishop
Michael Gabor
David Goldstein
Robert Farquhar
Craig Kluever
Craig McLaughlin
Hank Pernicka
Paul Penzo
Karen Richon
David Rubenstein
Jayant Sharma
Rao Vadali
David Vallado
Jim Woodburn
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).  Kim Luu served as Secretary in the absence of David Vallado.

Minutes of the August 2002 meeting � Everyone had received the minutes via email, and we unanimously approved the minutes without change.

Treasurer�s Report � Shannon Coffey presented a spreadsheet showing debits and credits for the recent meetings, information on AAS financial status, and information on the use of credit cards at conferences.

The current SFMC balance is about $45K with some $7.5K currently outstanding (invested in the Ponce, Big Sky, and Maui conferences).  As in past years, the balance is held in escrow by AAS, which receives half of the profits from SFMC conferences.  Financial losses from conferences are also split 50/50 with AAS.

The AAS national office has been reporting losses since 2000.  There is concern that continued losses may lead to bankruptcy.  SFMC needs to take steps to preserve the funds in our escrow.  AAS assets include $5-10K in their bank account in addition to ownership of the office condo and some investments.  AAS cannot repay full SFMC balance without liquidating some of its investment assets.  Options for repayment were discussed along with attendant issues.  AAS�s financial situation does not seem to be improving, though they are aware that they have to take actions to improve the situation.  Losses stem from national conferences and declining corporate membership.  [Note � In 2002, the inability of the JAS to make progress towards catching up with its publication schedule also had a financial impact] In our current situation, the AAS Board is able to redirect our funds at their discretion; SFMC needs to take action to protect future conferences and other projects.  However, SFMC is part of AAS and should keep the welfare of the overall AAS in mind.

A motion was passed unanimously to create a separate account versus keeping the current banking situation.  Following this vote, another motion was passed unanimously to have the new account administered by AAS and used only for SFMC business.  This may be just an interim step; depending on the situation with AAS finances, further course may be necessary.

Discussion ensued focusing on whether these actions protect our funds if AAS declares bankruptcy.  SFMC may need to spin off completely from AAS.  Issues of administrating our own account were discussed.  Shannon Coffey and Michael Zedd took an action to investigate implications of breaking off from AAS.  They may require legal advice at some point.

A motion to seed the account with $20K was proposed.  An amendment was unanimously passed to seed the account with $20K with some discretion from Shannon Coffey on the precise amount.  The amended motion was passed unanimously.

A motion was passed with 1 dissenting vote to reassure AAS of support from SFMC.

Final Report on Summer 2002, Monterey, CA, (Hall (Gen Chair)/ McAdams (Tech Chair)) (Full report included at the end of this document)
This is an AIAA led conference. 
Chris Hall reported the final numbers from the conference. Attendance was significantly greater than the preceding three AIAA-led summer conferences.  Total attendance was 177.  There were 131 presentations made during the conference and 16 �withdrawn� or �no show� from the printed program.

Problems with the proceedings have been addressed to the conference organizers.

Several members of the committee just received the CDROMs from Monterey in the week prior to the Puerto Rico meeting.

Interim report for Winter 2003, Ponce, Puerto Rico (Proulx, Gen Chair/ Scheeres, Tech Chair)
Ron Proulx and Dan Scheeres presented information about the conference.  A total of 154 people have registered, of which 84 are AAS or AIAA members, 34 are nonmembers or renewing members, and 36 are students.  22 copies of the proceedings, which will be distributed on CD-ROM along with the traditional hardcover volumes, have been purchased.  The hotel bill is estimated at $40K, and the conference income about $41.2K.  A significant number of drink tickets, which were pre-purchased from the hotel and issued to participants (2 tickets per event), were not being spent; an open bar may be the cheaper option.  149 adult and 7 child tickets have been sold for the BBQ social.  88 people have signed up for the Arecibo tour.

80% of the abstracts had been received by the deadline.  159 abstracts were received in total, and 4 rejected.  11 were withdrawn early and 5 late.  144 were in the program.  There had been 6 no shows so far with potential for more.

Mark Pittelkau noted that there is a correlation between withdrawn papers and poorly written abstracts.

Planning for Summer 2003, Big Sky, Montana (Soyka, Gen Chair/ deLafontaine, Tech Chair) 
Mark Soyka reported on the status of the meeting.  The conference is scheduled for 3-7 August 2003.  The hotel contract has been signed with the Big Sky Resort, and the call for papers and conference information have been mailed.  Registration fees have been set at $210 for members, $295 nonmembers, and $25 students.  20 rooms are guaranteed at the government rate ($125).  Lodging options include the Huntley Lodge ($129), Shoshone Condo ($161 for suite), The Summit ($152), and Big Horn Condo ($273 for 3 bedroom).  Note that Huntley Lodge and Big Horn Condo do not have in-room air-conditioning.  Huntley Lodge and Shoshone Condo are attached to the Conference Center; The Summit is a short walk away.  Government travelers may check with their agency, which may grant an additional 25% for lodging in order to stay at the conference hotel (perhaps with no rental car).  Rooms canceled within 30 days of arrival will result in forfeit of deposit (1 night lodging).  Yellowstone National Park is 18 miles from Big Sky.  Airports serving the region include Bozeman (45 min drive) and Billings, MT (2 hrs).

Two receptions are planned for Sunday and Wednesday evenings.  Star parties are being organized by Michael Zedd and David Vallado for Sunday and Tuesday nights, weather permitting.  A riverside barbecue at the Rainbow Ranch Lodge is scheduled for Monday evening.  Depending on budget constraints, Kevin �the Bear Man� may be retained to lecture on the grizzly bears of Yellowstone.

Jean de Lafontaine indicated that 3 abstracts were already received.  Two special sessions, neutral atmosphere density modeling and innovation in aerospace education, are planned.

Planning for Winter 2004, Maui, Hawaii (Luu, Gen Chair/ Coffey, Tech Chair) 
Kim Luu distributed a planning status report.  A contract with the Wailea Marriott hotel has been signed.  The conference is scheduled for 8-12 Feb 2004.  The hotel will guarantee group rates ($159 single/double) for 3 days before and after the conference as available.  $159 is the maximum lodging rate in Maui, as set by the federal govt.  The group room block is set at 100 (8-10 Feb) and 80 (11 Feb) rooms.  The Maui Coast Hotel (10 min from the conference hotel) may be used for overflow.

A reception is planned for Sunday evening, and a luau at the hotel is planned for Tuesday evening.  The Brouwer lecture is scheduled for Monday and a possible plenary talk on Wednesday.  A tour of the Air Force Maui Optical and Supercomputing (AMOS) site will be offered on Thursday.

Particular concern over encouraging participants to make their hotel reservations early was discussed.  The group rate will be only offered until 30 days before the conference; reservations made within 30 days are subject to the prevailing rates, which may be 33-94% higher.  The hotel will review the group pickup (current reservations) at 90 days prior to the conference and make adjustments to the room block.  It may be possible to increase the room block if we can get a strong pickup.  Lodging details will be posted on the SFMC website ASAP.

Planning for Summer 2004, Providence, RI (Gabor, Gen Chair/ Kluever, Tech Chair) 
This is an AIAA led conference.
No report for this conference.  Neither of the AAS Chairs for Providence were present at the Puerto Rico committee meeting.

Chris Hall reported that steps will be taken to tie in with the AIAA GNC committee in time to have more input into the Summer 2006 site.  Providence, RI, was selected without input from the AIAA Astro TC.

Adjournment � The meeting adjourned at 1:30 pm on Tues, 11 Feb.

Continuation � The meeting reconvened at 11:30 am on Wed, 12 Feb.

Discussion of meeting site for Winter 2005
Bobby Williams volunteered to be the AAS Technical Chair for this conference.

Possible sites in the central region will be investigated by Dan Scheeres (New Orleans, LA, in conjunction with the AIAA Astro TC/David Spencer), Ron Proulx (Breckenridge, CO), Paul Cefola (Sedona, AZ), Scott Dahlke (Park City and Snowbird, UT), and (Paul-confirm via email) Michael Gabor (Banff, Canada).  Other sites mentioned were Albuquerque, Taos, and Louisville/Lexington, KY.  Paul Cefola will solicit volunteers to survey the latter sites.

Concern with overlap or having adequate travel time to also attend the AAS Rocky Mountain Guidance & Control conference was cited.

Ron Proulx noted that for the next Winter meeting in the eastern region, a very good hotel in Key West, FL, should be considered (see RP for name of hotel).

Discussion of meeting site for Summer 2005
Possible sites mentioned in the western region were Sedona, AZ; Portland, OR; San Francisco, CA; Seattle, WA; Lake Tahoe, CA; Bend, OR; and Banff, Canada.  Paul Cefola will solicit further suggestions and volunteers to survey the sites via email.

Breakwell Student Travel Award (Scheeres, Kaufman, Kluever)
Dan Scheeres informed the committee that the original description of the Breakwell Award allowed for multiple awards up to a total of $5K.  They received 7 applications this year, many from very good schools.  The subcommittee narrowed the candidate pool to the top 3-4 papers, which all were of exceptional quality.  The General Chair for the Ponce conference was consulted about supporting multiple awards; $2400 was allotted for 3 awards.  The best paper was awarded $900, 2nd place received $800, and 3rd place $700.  Discussion ensued on whether this is a reasonable process.  Past meetings discussions have agreed that only one award would be given.

A motion was passed unanimously to amend the SFMC Policies and Procedures to permit multiple awards up to $2500 per conference.  The actual award amount will be a joint decision between the subcommittee and the conference general chair.  Shannon Coffey took the action to make the change in the Policies and Procedures as well as the website announcement.

Richard Longman has volunteered to replace Bernie Kaufman, who has rotated off SFMC, on this subcommittee.

Dirk Brouwer Award (Mackison, Alfriend, Coffey)
Terry Alfriend reported that there is general satisfaction with the new procedures.  There might be some inconsistency regarding the deadline for nominations between SFMC and AAS.

Proposal for the Vinod Modi Lecture (Alfriend)
Terry Alfriend submitted a proposal for a lecture honoring Dr. Vinod Modi, a prominent and prolific researcher who is in ill health.  A 50-min plenary lecture at the Big Sky conference is suggested with the speaker chosen by a nomination process.  Further suggestions included displaying Dr. Modi�s photography at the conference and inviting his wife to attend.  A motion was passed unanimously to have a Modi lecture at Big Sky and to assess the idea for future lectures.  A subcommittee composed of Terry Alfriend, Arun Misra, John Junkins, and Peter Bainum was formed to investigate related issues, such as how to deal with associated costs, whether to have an annual lecture, and whom to honor in future years.

AAS National Business (Cefola)
Paul Cefola distributed the modified AAS Long-Range Plan to the committee via email.  As a result of the Sept 2002 off-site meeting, AAS National understand differences between their Board and SFMC, representing differences between policy makers versus working specialists.  They would like more participation from SFMC in National affairs.  They also realize that they need to improve their financial practices.

Other Business
We discussed various topics related to suggested improvements for AAS and SFMC activities as collected and issued via email by Paul Cefola.

The first topic was modernization of the conferences, including acceptance of credit cards and establishment of secure online registration.  A motion was passed unanimously to establish a subcommittee to investigate options and issues for automating registration.  Shannon Coffey, Ron Proulx, Michael Zedd, Kim Luu, and Mark Soyka will serve on this subcommittee.  Future capabilities may include online abstract submittal.  Alternatives are to have a form available online to be printed by individuals and returned by mail or fax.  It may also be possible to utilize a commercial service to process credit cards or set up online registration.  Dan Scheeres noted that the LCD projectors were in heavy use at the current conference.

Committee members have also indicated the desirability of a CDROM for the technical conferences.  We will be producing a CDROM for the Puerto Rico conference on an experimental basis.  We are coordinating with Bob Jacobs on this;  the CDROM will be distributed to the purchasers of the hard-cover proceedings.

The problems with the JAS were discussed.  A committee, including Shannon Coffey, Terry Alfriend, and Bob Melton (AAS VP for Publications), are working with the chief editor, Kathy Howell, to improve the time lag.  Both reviewers as well as the authors are responsible for this situation.  A suggestion to set up a website to track the status of submissions (for authors) was discussed.

We discussed our rationale for conference site selection.  Cheaper locations may be easier for people to justify their attendance.  However, conferences at attractive locations (e.g., Alaska and Quebec City) are more successful.  A suggestion was made to negotiate for lower room rates by accepting higher costs (translating to higher registration fees) in catering, meeting rental fees, etc.

Two questions from Mark Soyka were addressed.  First, should the receptions be treated as full meals or just hors d�oeuvres?  Attendees generally expect enough food for a meal.  What does the committee think about featuring a free lunch on Thursday to motivate attendees to stay for the Thursday morning sessions?  Most attendees want to leave immediately after the last sessions.  Free food is not a strong enticement in this case.

Adjournment - The meeting adjourned at about 1 pm.


2002 AIAA/AAS Astrodynamics Specialist Conference
Technical Chair Report
Hyatt Regency Monterey; Monterey, California - August 5-8


Participation in this conference was significantly greater than for the preceding three even-year Astrodynamics Specialist conferences for which AIAA was the lead sponsor.  For the 1996, 1998, and 2000 ASC events, 86, 52, and 65 papers appear (respectively) in the proceedings.  As of 6 weeks prior to this year�s conference, about the same time that paper submissions would traditionally have been required, there were 115 papers available for download from the website.  

On February 1, just after the extended deadline for this year�s conference, 140 abstracts had been accepted.  Some late submissions were accepted, pushing this number to a maximum of 164 accepted abstracts over the next few weeks.  Three submitted abstracts were rejected based on content, and several other very late submissions could not be accommodated because the appropriate session was already full.  As of August 4, 132 papers were available for download from the AIAA website.  Also as of August 4, 141 papers were still scheduled for presentation at the conference.  Of the 24 total sessions three are special sessions: Mars Odyssey Flight Results, Optimized Trajectory Design, and High Accuracy Satellite Drag Model.  

The final numbers of registrations for the combined conference are as follows:
Conference		GNC	AFM	MST	ASC	Total
Full Conference	275	 74	 90	112
Block			 46	 22	 14	 26
Students			 65	 17	  9	 32
Retired			 11	  3	  0    2
Complimentary		 11	  4	  2	  5
Corporate Members	 10	  0	  2	  0
Total Attendance	418	120	117	177	832

Based on responses from session chairs, and on Tech. Chair records (to cover the few session chairs who never turned in their forms), 131 presentations were made during the Astrodynamics Specialist Conference.  That leaves 16 "withdrawn" or "no shows" from the printed program.

The plenary session, �Deep-Space Missions at the Applied Physics Laboratory,� presented by Dr. Robert Farquhar was well-attended.

Lauri K. Newman					James V. McAdams
AIAA Tech Chair					AAS Tech Chair
22 Feb 2003

 PAGE 6



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Anon7 - 2021