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���AAS Space Flight Mechanics Committee

Minutes of the Space Flight Mechanic meeting
Maui (City), Hawaii (State)  (AAS Space Flight Mechanics Conference)
Presiding:  Dr. Terry Alfreind Cefola, Chair

Attendance: 
Members present:

Terry Alfriend
Maritha Akella
Yoaz Bar-Sever 
Paul Cefola
Shannon Coffey
Ken Chan
Scott Dahlke
John Draim
Jean DeLafontaine
Richard Longman
Alan Lovell
Kim Luu
Craig McLaughlin
Jay Middour
Steve Paris
Hank Pernicka
Ron Proulx
Hanspeter Schaub
Jayant Sharma
Paul Schumacher
John Seago
Ron Vadali 
Bobby Williams
Guests:
Lou D�Amario (AIAA)
Christopher Hall
Felix Hoots 
Moriba Jah

Daniel Scheeres
David Spencer
David Vallado (05 Gen Chair)





Members Absent:
Bob Bishop
Rich Burns
Robert Farquhar
Michael Gabor
David Goldstein
Jim McAdams
Paul Penzo
Mark Soyka
James Woodburn
Michael Zedd


Opening remarks � Terry Alfriend called the meeting to order at 12:00.  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 August 2003 meeting in Big Sky MT (Alfriend) - Everyone had received the minutes via email, and since there were no corrections, we unanimously approved the minutes without change.

New Assignments. Rich Burns will be new secretary. David Vallado and Ron Proulx took notes for this meeting. 

Treasurer�s Report � Shannon Coffey presented a spreadsheet showing debits and credits for the recent meetings. AAS HQ has given us $20K of our funds in payback. This will start our own account now. They still owe us about $15K, but by the end of the Maui conference, almost all should be in our account now. The AAS is also beginning to make a profit now which makes this happen quicker. 

Final Report on Summer 2003, Big Sky, MT
AAS Gen Chair 		Soyka 
AAS Tech Chair 		De La Fontaine 
AIAA Gen Chair 		Sims 
AIAA Tech Chair 		Treder 
This is an AAS led conference. 
 (Full report included at the end of this document)
Jean De La Fontaine reported the final numbers from the Conference. The conference went very well. The profit/loss was $3851.28. The report is attached. 

Interim report for Winter 2004, Maui, Hawaii 
AAS Gen Chair 		Luu 
AAS Tech Chair 		Shannon Coffey
AIAA Gen Chair 		Glover 
AIAA Tech Chair 		Mazzoleni 
This is an AAS led conference. 
Kim Luu provided information about the conference. �There were 125 members, 57 nonmembers, 51 students, and 8 retired professionals for a total of 241. Some registrations occurred on Saturday. Still the biggest rushes were at the end of day Sunday, and Monday morning. The hotels both filled up. It was difficult to gauge the Sunday reception � some numbers were off. The food ran out, but it didn�t seem too bad. Luau tickets were included in the registration. Sold 330 total with extra sales. Don�t� have final numbers yet, but it looks like $20-25K profit. No registrants from NASA Goddard.

Shannon Coffey presented information from the technical side. There were 236 abstracts. 46 W/D before he left. Seems high. There were 3 no-shows and about 190 papers scheduled. The program was printed ahead of time. There was some discussion concerning how to automate the technical portion � could spend some of the profits to get this up and running. Will talk about later. 

There was some discussion about the fact that [some] conferences are making a lot of money. Paul Cefola commented that the long term health should be the goal. Some will make money, others won�t. A discussion ensued. The end result seemed to suggest a balance is needed to be able to handle the unforeseen contingencies. 

Planning for Summer 2004, Providence, RI
AAS Gen Chair 		Gabor 
AAS Tech Chair 		Kluever 
AIAA Gen Chair 		Neta
AIAA Tech Chair 		Spencer
This is an AIAA led conference.
David Spencer reported on the status of the meeting. The abstract deadline was extended past Jan 12 to January 31. The conference is scheduled for 16-19 August 2004 in the Providence convention center. There will be three days of papers with 3 parallel sessions. Beny Neta will fight for space etc. in the pre-conference trip. Three special sessions will be offered � navigation, sensor calibration and atmospheric flight mechanics.

Planning for Winter 2005, Copper Mountain, Colorado
AAS Gen Chair 		Vallado 
AAS Tech Chair 		Gabor 
AIAA Gen Chair 		Jenkins	
AIAA Tech Chair 		Desai
This is an AAS led conference. 
David Vallado reported on the status of the meeting. The conference is scheduled for 23-27 Jan, 2005. The contract has been signed and the call for papers will be out in a week or two. The AIAA representatives are Keith Jenkins and Prasun Desai. Comments were made to be sure and have lots of water for the higher altitude and dryer climate! There will be three � days of papers. Special event Tuesday social � will probably include some cost in the registration. The registration is estimated at $275-285 that is based on 125 attendees, and 25 students. Still soliciting plenary sessions, session chairs, and special. 

Planning for Summer 2005, Lake Tahoe
AAS Gen Chair 		TBD 
AAS Tech Chair 		Bobby Williams	 
AIAA Gen Chair 	 	Hoots
AIAA Tech Chair 	 	D�Amario
This is an AAS led conference. 
The vote was 14-12 in favor of Lake Tahoe. The considerations were Napa Valley, or Lake Tahoe. A decision about CA or NV side has not been decided yet. We still need an AAS General Chair.

Discussion of meeting site for Winter  2006
AAS Gen Chair 		 
AAS Tech Chair 		 
AIAA Gen Chair 	 
AIAA Tech Chair 	 
This is an AAS led conference. 
This site selection was not done. The location will be East. Ron Proulx will provide information on Key West that was researched during the selection of the Puerto Rico Conference. 


Breakwell Student Travel Award (Scheeres) � 
Dan Scheeres reported that 3 awards given to 
Mr. John W. Hartmann, University of Illinois
Ms. Jana L. Schwartz, Virginia Tech
Mr. Andrew J. Sinclair, Texas A&M 
     
Dirk Brouwer Award (Mackison, Alfriend, Coffey) � 
This was not discussed. It will be done through email as submissions are due in the early summer.

AAS National Business (Alfriend) 
Paul Cefola discussed the meeting he attended at. He praised the quality of the meeting and reported that the group is profitable now. 

Investing in the Future
The need to become more electronic in the management of our conferences to reduce the workload of the Conference GC�s and TC�s was discussed.  Shannon Coffey was authorized to proceed with Praxis to set up a web site for the submission of papers. The need to have web based registration was also highlighted. The estimated cost was $5K. A requirement was for that the SFM have control of the SW and not have an annual fee for its use. 

Cefola also discussed submitting papers to journal at the same time. Nearly unanimous vote to proceed, Paul voted no.  AAS Technical VP Bob Melton is handling the issue of electronic submission and tracking of papers for the JAS. The consensus was that these two issues had significant enough differences that trying to combine them would be difficult and slow down the process.  It was pointed out the problems that the AIAA has had with their WriteTrack system.

Terry Alfriend discussed the need to develop a plan for what to do with the funds that the SFM Committee has, which after the conference will be about $50K. He will be appointing a committee to investigate this issue and make recommendations.

Open Astrodynamics
The issue of open astrodynamics was initiated briefly by Paul Cefola. Open astrodynamics is determining what is needed to stimulate a cooperative environment in the astrodynamics community that allows organizations to efficiently share data, resources, and ideas. This is an important area for which many people have concerns and it can impact the progress of this country in space surveillance. 

Other Business �
None.

Adjournment - The meeting adjourned about 2:00 pm.


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Anon7 - 2021