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Minutes of the Space Flight Mechanics Committee meeting
9 August 2005
South Lake Tahoe, CA  (AIAA/AAS Astrodynamics Specialists Conference)
Presiding:  Dr. Terry Alfriend, Chair

Attendance: 
Members present:

Terry Alfriend (Chair)
Rich Burns
Paul Cefola
Ken Chan
Shannon Coffey
Lou D'Amario
KC Howell
TS Kelso
Richard Longman
Alan Lovell
Kim Luu (Chair-Elect)
Craig McLaughlin
Jay Middour
Steve Paris
Paul Penzo
Hank Pernicka
Ron Proulx
Ralph Sandfry
Hanspeter Schaub
Paul Schumacher
John Seago
Rao Vadali
Dave Vallado
Bobby Williams
Jim WoodburnMembers Absent:

Maruthi Akella
Robert Bishop
Steve Crumpton
John Draim
Bob Farquhar
Mike Gabor
Alan Segerman
Jayant Sharma
Michael Zedd
Opening Remarks 
Terry Alfriend called the meeting to order.  
Minutes of the Winter 2005 Technical Committee Meeting at Copper Mountain were accepted without change.

Treasurer's Report
Shannon Coffey presented financial status by means of a detailed spreadsheet.  
The process of transferring TC funds into the TC-held checking account is nearly complete, pending transfer of approximately $900 from AAS.
The only significant outstanding liability is $20K owed to Praxis for web development of the on-line registration system.  


Brouwer Award Standardization 
Rao Vadali presented a report on the procedure for nominations and selection of the Brouwer Award.  He noted that the AAS web page had listed the national awards procedures, not the SFM TC Brouwer Award procedures.  This situation has been rectified.
Several proposed changes to procedure were presented.  With respect to the nomination format, the Curriculum Vitae should not exceed two pages and there should be no more than three letters of recommendation. With respect to the evaluation process, two options were considered: 1) instruct the AAS National Awards Committee reject noncompliant nomination packages or 2) remove excess materials from nomination packages prior to consideration by the TC.  A vote was held, and option 1) was favored.  Consequently, in the future the National Awards Committee will be instructed to reject noncompliant nomination packages.

Site Selection for Summer Conference 2007 
Kim Luu presented five locations for consideration: Blacksburg, VA; Mackinac Island, MI; Mt. Snow, VT; Bahamas; and Philadelphia, PA.  The new policy of requiring a volunteer for General Chair for each candidate location prior to inclusion in the final vote was noted, and volunteers were identified for Blacksburg, Mackinac Island, and Mt. Snow.  No volunteers came forward for the Bahamas or Philadelphia, so those locations were removed from consideration.  Mackinac Island won the vote with a total of 15 votes.  Blacksburg and Mount Snow each received 3 votes. Rich Burns will serve as the AAS General Chair. Slides outlining the location and hotel facilities were presented.

Summer Conference 2005 (Tahoe) Interim Report
At the time of the TC meeting (Tuesday), 201 attendees had registered.  There were 164 full registrants and 36 students.  Paper sales had totaled $262.  257 tickets had been distributed to the mountain dinner event. One paper had been withdrawn because the author could not travel from China.
One projector had been acquired locally for use at the conference.  The acquisition had worked out quite well, saving the cost of equipment rental from the hotel.  It was proposed that the TC acquire two more projectors for use in each technical session.  The proposal passed without opposition.  The issue of projector storage was raised and two options were considered 1) give the Technical Chair of the next conference responsibility for projector storage or 2) have the AAS National Office store the projectors. A vote was delayed pending further investigation of the AAS National Office's storage capability.

Winter Conference 2008 Planning Report
The conference will be held in Sedona, AZ.  Bob Bishop has conducted a site visit, and Terry Alfriend presented slides outlining the site and the hotel.

On-line Abstract Submittal Update
Shannon Coffey reported on the status if the web site and software for on-line abstract submission to the conferences.  Tahoe is the first conference where the system was used end to end.  Authors and Technical Chairs can modify information including the author list and abstract.  Session chairs can download their session's papers.  Tools are available for manipulating and formatting data.  Output is made available for a 'MS Word merge' operation.  The system has been initiated for use for the Winter 2006 (Tampa) Conference.
The initial budget estimate for the system was in the range of $5-7K.  Additional features and underestimation of programming effort required led to actual cost on the order of $20K.  Lou D'Amario noted that his experience proved that the system was well worth the investment and suggested that email confirmation of valid submissions be implemented.  The suggestion was agreed to and will be implemented for Winter 2008.

On-line Conference Registration
Shannon Coffey reported that Praxis is building a registration system for a NOAA conference and should be finished by mid-October.  The registration system is not as complex as the abstract system.  It will be capable of sharing information with the abstract system.  Minor changes from the system built for NOAA should cost between $1K and $2K.  A processing fee will be charged for each registrant.  Notification of system availability will be made via the listserv.  Shannon Coffey was given authority to proceed on costing, acquisition, and implementation of the system by unanimous voice vote.
Jastrack
Ron Proulx and Kathy Howell reported on the development and implementation of jastrack, a web-based system for JAS paper submission and review.  Initial development cost was $1600; subscription to the service will cost $800 per year. Significant additions to the capabilities of the system will be billed on a case-by-case basis.
Jastrack user guides will be available for authors and editors.  Two rounds of jastrack testing have been completed and bugs have been fixed.  The third round of testing is underway. 
The forward plan is to advertise Jastrack availability in Space Times and JAS.  There may be a 'ramp up' period during which functionality is rolled out incrementally.
Ron Proulx than demonstrated the Jastrack web site through wireless connection. The system provides users with a confirmation email including paper number and temporary password, which must be changed.   There are still some outstanding issues and associated bugs.  The third round of testing should be complete in a few weeks.

John Breakwell Student Travel Award 
Hanspeter Schaub reported that there were only two applications received.  One award was made after both applications were put through the full review process.  Hanspeter will investigate new means for advertising the award, possibly in the call for papers, to spur more applications.
Dirk Brouwer Award 
Rao Vadali reported that candidates have been identified and the voting is still open.  Subsequent to the TC meeting the voting was completed, and F. Landis Markley was named the 2005 recipient of the Brouwer Award.
Conference CD Proceedings 
Kim Luu reported (xx- Ref 5) preliminary findings of the subcommittee charged with studying possible implementations of electronic conference proceedings.  The subcommittee arrived at consensus that AAS conferences need to provide electronic proceedings as most libraries are trending toward electronic format only. Electronic proceedings on CD appear to be the most practical implementation but would require enforcement of a firm deadline for receipt of final electronic submissions possibly four weeks after the conference.  The committee further recommends implementing electronic submission as a requisite prior to authors presenting (no paper/no podium) with a single format and subsequent print restrictions applicable.  Session chairs would be responsible for enforcing the new version of the no paper/no podium rule.

Two possibilities are still under consideration for producing conference proceedings on CD. 
1) The current publisher of the hard copy proceedings, Univelt, has proposed producing the CDs with an unofficial CD available about two weeks after the deadline for receipt of papers at a cost of approximately $60 per CD.  This fee could be rolled into the registration fee.  Robert Jacobs from Univelt briefed the joint session of the AAS/AIAA TCs on the Univelt option. 
2) Analytical Graphics, Inc. through Dave Vallado, has offered to produce conference CDs at no charge.   

14 July 2005

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