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I�J\�L0�L I�MQ{=xMQ,�I�I\MQL�I�?s:s:s:hLhL�>s:s:s:�Ls:s:s:s:���d<(����<(`D�,�LLLLLL����Minutes of the AAS Space Flight Mechanics Technical Committee Meeting

Monday, 20 August 2008
Honolulu, HI
Presiding:  Dr. T.S. Kelso, Chair
Minutes Submitted by: Dr. Michael Gabor, Secretary

Attendance: 
Members present:

Chan, Ken
Gabor, Mike, (AAS SFM TC Secretary)
Getzewich, Angela
Hoots, Felix
Howell, Kathie
Jah, Moriba
Kelso, T.S., (AAS SFM TC Chair)
Lovell, Alan
Petropoulos, Anastassios
Rao, Anil
Russell, Ryan
Schumacher, Paul
Trask, Aaron
Wilkins, Matt
Williams, Ken
Williams, Paul

Guests:
Gearhart, Jim (AIAA Astrodynamics TC Chair)
Mackison, Don
Cerven, ToddMembers absent:

Akella, Maruthi
Berry, Matt
Burns, Rich
Carpenter, Russell
Coffey, Shannon
Coverstone, Victoria
Eller, Tom
Gurfil, Pini
Mortari, Daniele
Naasz, Bo
Pelletier, Frederic
Sandfry, Ralph
Schaub, Hanspeter
Scheeres, Dan
Seago, John
Segerman, Alan


Introductions�Kelso 
Called to order at 12:50 HST by TS Kelso.  Everyone introduced themselves.  

Minutes of the Summer 2007 TC Meeting (Mackinac Island)�Kelso 
The Minutes of the Winter 2008 TC Meeting in Galveston, TX were approved without objections.

Mew Member Nominations � Kelso 
Kelso provided the list of people rotating off the committee:
Members Rotating Off SFM TC
Maruthi Akella
Rich Burns
Ralph Sandfry
Hanspeter Schaub
Paul Schumacher

Here is the list of members who have had their terms extended:
Members Extended
Mike Gabor (Secretary)
John Seago (TAS Lead)
Kathie Howell (Summer 2010 TC)
Ken Chan (Summer 2009 GC)

Kelso initially mentioned 10 open slots, but said he would confirm that after the meeting.  Kelso then presented the list of candidates for the open positions.
Here is the list of candidates and who recommended them during the meeting:
CandidateRecommenderDavid BensonAnil RaoShyam BhaskaranMoriba Jah (for Fred Pelletier)Paul CefolaT.S. KelsoMatt HejdukMichael GaborKenneth HornemanAlan LovellGeoffrey HuntingtonAnil RaoDon MackisonT.S. KelsoRon MadlerMoriba JahTom StarchvilleFelix HootsSergei TanyginT.S. KelsoRenato ZanettiMatt Wilkins (for Daniele Mortari)
Vote will be done via e-mail after the conference.

Treasurer's Report�Kelso
T.S. Kelso provided the Treasurer�s report for Shannon Coffey.  See Attachment 1 for report.  There are no current concerns.  Cash flow fluctuates depending on timing with conference charges.  There were no questions on the report.

Inserted topic on Committee Structure � Kelso
T.S. Kelso spoke about better ways to support the general and technical aspects of conference organization.  Web and other on-line activities had been included under the Technical Administration Subcommittee (TAS).  Matt Wilkins and Fred Pelletier were asked to put together a charter to set up a separate subcommittee focused on web activities (WAS).  This subcommittee will support both Conference Administration Subcommittee (CAS) and TAS with registration, general chair planning, abstracts, papers, and getting publications out on compact disc (CD).
Felix Hoots mentioned that Matt and Fred have done an excellent job setting up the Wiki.  It would be a great idea to set it up formally.  These are the right two guys to start out by writing the charter.
Ryan Russell asked where it would be hosted.  Wilkins responded that hosting is an issue right now because any changes require money to be paid.  He wants a more user-friendly and easily accessible site so that members can maintain their own contact information.  The committee�s web presence appears outdated.  This may require moving to a new host where we can manage the site ourselves.  Listserves would be a part of this effort.
Kelso mentioned that the current mechanisms do not support what we need to do.  Wilkins and Pelletier will bring recommendations to the committee for approval.  While the members have experienced some of the challenges, this effort will look for ways to make the process easier and more straightforward.  
Wilkins and Pelletier are looking at some of the turn-key conference administration websites that already exist.  Wilkins has found some sites that do all of the conference administration including registration and providing access to the hotels.  Approximate cost is $3-4 per head for similar conference sizes.  This charge would be added into the conference fee.
Anastassios Petropoulos asked about the relationship between this effort and JASTRAK.  Wilkins responded that there is no relation.  JASTRAK is through the American Astronautical Society (AAS).  Kathleen Howell recommended considering the company that is producing JASTRAK to determine if there is opportunity to leverage that effort in terms of cost.
Kelso is targeting to have recommendations for the next committee meeting.

Technical Administration Subcommittee � Kelso 
Kelso initially stated that there would be no TAS meeting during the conference because Shannon was not there.  Kelso is looking for someone to step up to the leadership of the TAS.  Hoots suggested that we need general and technical chairs for the 2010 American Institute of Aeronautics and Astronautics conference in Toronto.  Because of the need to address short-term issues, Kelso reconsidered the option of having a meeting and decided on an informal meeting after sessions at 5pm.
Jim Gearhart (AIAA Astro TC Chair) inquired about AIAA participation on AAS SFM subcommittees.  Kelso welcomed the AIAA conference chairs� participation in the subcommittees.  Gearhart will send e-mail addresses of the next conference chairs so that they will know that the opportunity to participate exists.

Conference Administration Subcommittee�Hoots
The CAS had a meeting on the Monday night of the conference.

Winter 2008 status (Galveston)�Kelso
T.S. Kelso reported that the location was fine, refreshments were great, and there was good profit.  The conference chairs did an excellent job.

Summer 2008 status (Honolulu)� Trask/Gabor
No update from AIAA/SFM Joint Meeting.

Winter 2009 status (Savannah)�Wilkins
Matt Wilkins provided an update since the AIAA/SFM Joint Meeting:  The boat option for the off-site event is a �closed boat.�  Options for entertainment include a variety of bands or a murder mystery.  This would be a 2-hour cruise.

Summer 2009 status (Pittsburgh)�Chan
No update from AIAA/SFM Joint Meeting.

Inserted topic on Student Registration
Ryan Russell mentioned that there is an option for students to buy tickets or not buy tickets for the off-site events.  He felt that the attendees should treat the students to the events.
Felix Hoots responded that at some point in the past the committee realized that it was subsidizing students by quite a bit.  A lot of the fees were going into these subsidies.  Instead of trying to spread the costs, it was decided to determine what it specifically costs for each student extra option.  Then it was decided to provide them with the minimum reasonable cost, while providing them with the option to buy the tickets for the extra events.
It was asked how the total number of tickets for the luau was determined.  AIAA determines this when they organize the conferences.
Matt Wilkins mentioned that for Savannah, they are looking to outsource activities to private companies.  They are looking to Georgia Tech to sponsor a Young Professionals reception.
Hoots pointed out that any profit made at these conferences has to be split with AAS headquarters.

John Breakwell Student Travel Award � Williams 
Paul Williams mentioned that there are a maximum of 3 awards of up to $1,000/each and the total budget is $2,500.  The next awards will be for the Winter 2009 conference in Savannah.  There were no awards for the Honolulu conference.  Matt Wilkins reported that he will budget $3,000 instead of $2,500 for 3 awards for Savannah.

Dirk Brouwer Award � Kelso 
T.S. Kelso reported that there are two nominations.  Inputs are due back to Dan Scheeres by the end of the month.  Members can vote for �none of the above.�

Winter 2010 site selection�Hoots
Felix Hoots read the current list of potential locations generated during the AIAA/SFM Joint Meeting and asked if any were missed.  He added Austin, TX; Jackson Hole, WY; and Chicago, IL.

Summer 2010�Kelso
Anil Rao volunteered to be the General Chair for the AIAA conference in Toronto.

Chair Nominations�Kelso
T.S. Kelso mentioned that he and Michael Gabor were getting to the end of their chair and secretary terms and that the committee should have had an interim/backup chair.  He asked for nominations for the next chair.

International Participation�Jah
Moriba Jah asked if the committee excluded international participation.  He was told that the committee does not.  Jah then asked if the committee could do more to encourage collaboration and motivate more international participation.  Matt Wilkins suggested that being a General Chair would provide opportunities to expand the international flavor of the conferences.

Meeting adjourned at 14:02 HST by T.S. Kelso.











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