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Minutes of the Space Flight Mechanics Committee meeting
18 August 2004
Providence, RI  (AIAA/AAS Astrodynamics Specialists Conference)
Presiding:  Dr. Terry Alfriend, Chair

Attendance: 
Members present:

Terry Alfriend
Rich Burns
Robert H. Bishop
Paul Cefola
Ken Chan 
Shannon Coffey
Michael Gabor
KC Howell
Jean de LaFontaine
Richard Longman
Alan Lovell
Craig McLaughlin
Steve Paris
Paul Penzo
Hank Pernicka
Ron Proulx
Hanspeter Schaub
Paul Schumacher
John Seago
Rao Vadali 
Michael Zedd
Guests:

David Vallado (Winter 2005 AAS Gen. Co-chair)
Craig Kleuver (AAS Tech Chair)
David Spencer (AIAA TC Chair)
David Vallado (05 Gen Chair)





Members Absent:

Maruthi R. Akella

Yoaz Bar-Sever
Scott Dahlke
John Draim
Robert W. Farquhar
Kim Luu
Jim McAdams
Jay W. Middour
Jayant Sharma
Mark Soyka
Bobby Williams
James Woodburn




Opening remarks - Terry Alfriend called the meeting to order.  It was noted that members rotating off the TC are: Yoaz Bar-Sever, Scott Dahlke, Jean de Lafontaine, John Draim, Kim Luu, and Jim McAdams.  Nominations for new members are currently being accepted.
Minutes of the Winter 2004 Committee Meeting (Wailea, HI) - All members had received the minutes via email.  Minutes were unanimously accepted pending a minor typographical correction with respect to the Chair's name.
Treasurer's Report � Shannon Coffey presented the treasurer's report including a detailed account statement for the past three years.  It was noted that the national AAS shares in the profits (or losses) for each of the AAS-led conferences at the 50% level.  Since the last two conferences have shown a profit, half of the profits were paid to AAS amounting to payments of $2377.96 for Big Sky (Summer 2003) and $11,637.77 for Maui (Winter 2004).  Total balance of all Space Flight Mechanics Committee Accounts as of 30 Jul 2004 was $63,971.27
Final report on the Winter 2004 Space Flight Mechanics Conference  (Maui) � Shannon Coffey delivered the final report. $93K was generated in income; there were $70K in expenses for a net profit of approximately $23K, half of which was sent to AAS as mentioned above.  There was a solid number of papers and good attendance.  The General Chair strongly urges that we consider pre-registration as the on-site registration was very hectic and labor intensive, resulting in long lines and a considerable number of administrative headaches.  Mark Pittelkau is producing a CD with the papers on it for distribution with the proceedings through Bob Jacobs.  Few complaints were noted with respect to the 3 day format.  A straw poll of the SFM Committee showed that approximately 75% prefer the 3 day format to the usual 3.5 day format. Paul Cefola inquired as to how many government rate rooms were ultimately needed. That information was not tracked; however, it was suggested that it should be tracked in the future. 
Interim report on the Summer 2004 Astrodynamics Conference (Providence, RI) - AAS Technical Chair Craig Kleuver presented preliminary results as shown in the following tables.  There were 2 invited sessions on the Mars Rovers and one on sensor calibration. 
Abstracts SubmittedPapers AcceptedPapers RejectedPapers WithdrawnPapers PresentedSessionsInvited Sessions126124210114223
Regular RegistrantsOne-day RegistrantsGraduate StudentsUndergraduate StudentsRetiredTotal7813418122
Planning report for the Winter 2005 Space Flight Mechanics Meeting (central) � Dave Vallado, Mike Gabor, and Dan Scheeres jointly presented the plans for the meeting at  HYPERLINK "http://www.coppercolorado.com/" Copper Mountain (http://www.coppercolorado.com/).  The contract has been signed with the conference center. The call for papers is ready to go.  The projected registration cost of $290/person, is based on an estimated attendance of 115 members and  35 students.  This fee is comparable to the Maui registration cost of $310.  There will be morning (7-10 AM) and evening (6-8 PM) technical sessions. The AAS and AIAA technical committees will meet on the same day on either side (before and after) a joint luncheon. The question was raised as to whether there will be an attendance impact due to the schedule proximity with the AAS GN&C Conference in Breckenridge. The judgment was offered that there would be very little impact, but that it would provide members with the opportunity to attend both conferences.  The price for the proceedings is projected at $150, bringing the total cost to $450.  115 hotel rooms have been set aside for the conference. Bob Bishop suggested that there should be an effort to keep the registration costs low and the paper deadline at the dates of the conference.  The abstract deadline is 15 Sept; three abstracts had been submitted as of 18 Aug. It was also noted that hotels in the surrounding area (Frisco) range from $80-$150 per night.
Planning report for the Summer 2005 Astrodynamics Conference (central) � Kathleen Howell reported on the planning for the meeting in Tahoe.  The conference will be held at the  HYPERLINK "http://www.embassytahoe.com/" Embassy Suites (http://www.embassytahoe.com/).  There is no gambling in hotel, but it is close to State Line.  The dates will be 7-11 Aug.  It is 61 miles from the Reno/Tahoe airport.  The registration cost was preliminarily estimated as $220 based on 220 attendees, Potential social events include a Sunday evening reception, a gondola ride to dinner at  HYPERLINK "http://www.skiheavenly.com/" Heavenly Mountain Resort (htttp://www.skiheavenly.com), a dinner cruise on Lake Tahoe, a chuck wagon dinner, a beach barbeque, and a second reception on another night.  The announcement in  HYPERLINK "http://www.aiaa.org/aerospace/" Aerospace America (http://www.aiaa.org/aerospace/) will be published next month (Sep).  Announcements will also be made in  HYPERLINK "http://www.astronautical.org/pubs/spacetimes.html" Space Times (http://www.astronautical.org/pubs/spacetimes.html) and on the  HYPERLINK "http://www.space-flight.org/" AAS web site (http://www.space-flight.org/). The call for abstracts will be published in Aerospace America and  Space Times.   On-line registration and abstract/paper submission are being implemented. Those individuals unable to submit electronically should get in touch with the SFMC to arrange for alternate submission/registration procedures.
Discussion of meeting site for Winter 2006 Space Flight Mechanics Meeting (east)  -  Paul Cefola reported on the current planning status and distributed 2  hand outs on potential locations.  The 12-13 possibilities initially considered is now down to 4.  Carolyn Bryson from Helms-Briscoe has suggested putting a hold on Palm Harbor/Tampa location. The 4 potential areas still under consideration are Gulf Port, MS.;. Mobile, AL; Tampa/St Petersburg; and Key West. An informal poll of the SFMC on location preference was taken with the following results: North Gulf Coast (1), Tampa/St. Petersburg (14), Key West (2).  With respect to a specific hotel preference, the SFMC polling resulted in: Marco Island (2) ,  Westin Innsbrook (10), Sheraton Sand Key (9).  A run-off between the Westin and the Sheraton resulted in 10 votes for the Westin and 9 for the Sheraton.  The chairs will ultimately decide the locations based on negotiations with the hotels.  An additional consideration is that the dates available at the Sheraton Sand Key are 11-19 Jan, which may be too early.  Paul Schumacher volunteered to be the AAS General Chair.
Discussion of meeting site for Winter 2007 Space Flight Mechanics Meeting (west) � Terry Alfriend noted that the Winter 2007 SFM Conference will be in the west.  Michael Zedd volunteered to do the location search.  It was noted that the Summer 2006 Conference will likely be in either Salt Lake City or Vail, so it's best to avoid those locations in the search for Winter 2007 Conference
Web-based Conference Administration - Shannon Coffey reported on the web site and software for on-line paper submission and conference administration. He distributed a hand-out that outlined the web site with two primary areas, one for conference administrators and another for users.  The web site is now semi-operational; technical chairs can create sessions and abstracts, assign papers to sessions and volunteers as session chairs.  Session chairs will have access to download The user area will include registration and abstract submission.  Resubmission and editing will be allowed until the deadline. Co-author and contact information will also be collected.  Conference topics will tie the sides together to aid organization and assignment of papers.  It is preferred to link abstract submission to paper submission.  Electronic paper submission could enable distribution of papers on electronic media; this will have to be studied in terms of the financial impact with respect to the potential loss of paper sales revenue. It was also noted that there is still a large customer base for the bound volumes (conference registrants are only 10% of buyers).  Richard Longman, Paul Shumacher, Ron Proulx, Shannon Coffey, and Alan Lovell volunteered to form a committee to investigate electronic distribution of papers.
John Breakwell Student Travel Award - Hanspeter Schaub reported that there was no award made for Summer 2004 because the conference is sponsored by the AIAA.
Dirk Brouwer Award � This topic was not discussed due to time constraints.
AAS National Business � This topic was not discussed due to time constraints.
Open Astrodynamics - Paul Cefola noted a lack of access to observation data from Space Command; with respect to would-be standards, the situation has only gotten worse with the two line element (TLE) database potentially going away on 1 Oct due to Space Command taking over responsibility for publishing TLEs from the NASA  HYPERLINK "http://oig1.gsfc.nasa.gov/scripts/foxweb.exe/homepage@app01?tdac=NKOB4PDFG9NU9PPU35FB" Orbit Information Group (http://tinyurl.com/6yzfc). The Open Astrodynamics session at Copper recommended a discussion on ways to deal with associated issues.  Felix Hoots and Dave Vallado have volunteered to help. Panel discussions are the likely format.  Terry Alfriend suggested that problems with data availability is a serious issue inhibiting valuable work to the country because of restrictive and burdensome requirements. Paul Schumacher noted that the issue has been elevated beyond Space Command, and David Spencer suggested possible elevation to Congressional attention.  Paul Cefola reported that he has talked to the AIAA VP for Public Policy regarding putting  the TLE issue on his agenda and  proposed placing  HYPERLINK "http://celestrak.com/NORAD/elements/notice.shtml" TS Kelso's note (http://tinyurl.com/66f6j)  on the AAS web site. Mike Gabor suggested an alternate approach of a policy recommendation signed out on AAS/AIAA letterhead  stating that the lack of data availability is a disservice to country.  John Seago suggested a position paper on the topic should be submitted to journal (similar to what was done on the Coordinated Universal Time discussion). Dave Spencer will seek volunteers on the AIAA Technical Committee (2 people) to participate. 
Other Business - 
Paul Cefola noted that Terry Alfriend and Marcia Smith were chairing the AAS (national) Awards (fellows) Committee. The fellows nominee list is normally reduced to 6 candidates by AAS Awards Committee - effectively selecting the fellows - for approval by the Selection Committee.  
Paul Cefola also noted that he is serving on the Search Committee for AAS national officers.
Mike Gabor suggested that the last few meetings have been rushed and that perhaps some routine business could be accomplished prior to the meeting through electronic communication.  Terry Alfriend took the action to consider what business could be disposed of prior to SFMC meetings.
Terry Alfriend suggested that SFMC funds should be used to enable the development and implementation of the web-based conference administrative tools.
Hanspeter Schaub suggested setting up a wireless access point at future conferences.
	 

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Anon7 - 2021