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Monday, 9 February 2009
Savannah, GA
Presiding:  Dr. T.S. Kelso, AAS SFM TC Chair and Dr. Jim Gearhart, AIAA Astrodynamics TC Chair
Minutes Submitted by: Dr. Michael Gabor, AAS SFM TC Secretary

Attendance:
AAS:
Berry, Matt
Bowes, Angela
Cefola, Paul
Coffey, Shannon
Eller, Tom
Gabor, Mike*
Hoots, Felix
Howell, Kathleen
Jah, Moriba
Kelso, T.S.
Lovell, Alan*
Macksion, Don*
Mortari, Daniele
Pelletier, Fred
Russell, Ryan
Scheerer, Dan
Seago, John
Segerman, Alan
Starchville, Tom
Trask, Aaron
Wilkins, Matthew
Williams, Ken
AIAA:
Byrnes, Dennis
Cerven, Todd
Elipe, Antonio
Gearhart, James
Glover, Bob
Gunter, Brian
Guo, Yanping
Lai, Peter
McLauglin, Craig
Neta, Beny
Newman, Lauri
Park, Ryan
Pittelkau, Mark
Ranieri, Chris






*Members of both committees

Introductions�Kelso/Gearhart
T.S. Kelso called the meeting to order at Noon EST.  Members of both committees introduced themselves.

Minutes of the Summer 2008 TC Meeting (Honolulu)�Gearhart 
Jim Gearhart reported that minutes were sent out to both committees.  Jim received comments back and changes were incorporated and resent.  No additional comments were submitted at this meeting.  Minutes were accepted.

Summer 2008 report (Honolulu)� Geller/Cerven/Trask/Gabor
Todd Cerven presented the report on the Honolulu Conference (see Attachment A).  There were 33 sessions over 4 full days.  270 abstracts were submitted.  207 papers were presented.  There were zero no shows.  
There were 236 paper slots.  The Chairs rejected 14 papers.  They instituted a backup list for 15 papers � most were accommodated.  
202 people attended Monday morning - 22 more than registered.
Per-session attendance on Thursday afternoon dropped off, but the combined Astro attendance high.
Cerven offered notes on the AIAA led conferences:
He announced that there would be a new coordinator for the 2010 conference.
Regarding interconference scheduling deconfliction, the chairs tried to do what they could, but did not catch all conflicts because they could not see into other conferences.  AIAA will be implementing a new system.
Cerven suggested that changes he suggested including changing the paper times and adding breaks did not get support from the other conferences.
He mentioned confusion regarding the keynote speakers.  We only need to do this every other year.
John Seago asked what criteria the chairs used to reject papers.  Cerven used historical reasons for rejecting.  Criteria included rating the paper according to technical contents and relevance for topics.  The chairs took the ones on the lower end and investigated whether they were being presented more than once suggesting opportunities for consolidation.  The goal was to have as many people present as possible.  Papers on the bubble included 2 or 3 independent reviews.

Winter 2009 status (Savannah)� Wilkins/Segerman/Pittelkau/Lai
Matt Wilkins provided the report. The conference had a bumpy ride.  There were 50 student and 60 full registrations at the early registration deadline.  He started making some hard decisions.  Fortunately the hotel was very accommodating.  Wilkins tried to make the budget work by cutting back on catering.  Fortunately more people registered including 40 last minute registrants.  The conference was doing quite well at this point.  Wilkins proposes using extra money to buy a back up projector.  The backup projector will also support committee meetings.  Registrations included 78 members, 34 non-members, 4 retired, 51 students.  One major complaint was a lack of session chair ribbons.  AIAA was not helpful in providing ribbons.  AAS did not have the ones we needed.  In the future they might be stocking them.
Alan Segerman presented a technical chair report.  163 abstracts were submitted; 6 were withdrawn during review.  136 were scheduled through Thursday afternoon including the abbreviated sessions after the plenary and for Thursday afternoon.  They divided up the abstracts into categories and used session chairs to review.  This approach allowed them to evaluate the work of potential session chairs.  
Wilkins mentioned that the economy worried them for attendance.  At the last minute, several attendees showed up.  He is worried that people are sending their students instead of themselves.  If money tightens up, he believes we may get more students.  Student registration income will not cover the fixed expenses.  Revenue may be lower than expected.  
Paul Cefola asked about visa issue.  Wilkins reported that Terry Alfriend tried to get the Russians over here far in advance.  The State Department sat on it and it went into a black hole.  Because there is no way to check, there was no accountability.  5 Russians had to withdraw because of visas.  This could partly be explained by the fact that they are PhD-level researchers with key words that cause extra scrutiny.  Segerman mentioned that the State Department feels they are being responsive if they approve by the Thursday of the conference (which means they could not participate anyway).  Wilkins said he was aware of one other case where someone could not get a visa.  Bob Glover asked if we could make a stronger case for mentioning the paper clearance issues.  Segerman said they put it in the Call for Papers, but the authors still seemed to be caught by surprise.  
Wilkins mentioned that the Brouwer award reception was that evening with drinks at 6:30 and dinner at 7.  He also mentioned that the river boat cruise was the next day.  He reminded everyone that the boat leaves on time and that there would be no refunds.  He proposed gathering around 5:30-5:45 in the lobby and walking down to the river as a group.  Originally we were going to have a private boat; but now just a private deck.  He reminded everyone that the facilities would be fully enclosed.  

Summer 2009 status (Pittsburgh)�Chan/Rao/Cangahuala/Lovell
None of the General Chairs attended this meeting.  Matt Berry gave the Summer 2009 report (see Attachment D).  We have a signed contract with the Renaissance Hotel in Pittsburgh.  The budget is $55k with registration expected to be $450 for members, $535 for non-members, and $100 for students.  They are expecting 150 registrants.  Regarding local sports events, the Pirates (baseball) will be in town Sunday night.  The Steelers (football) have not released their pre-season schedule yet.  They are planning events for Tuesday and Wednesday.  There will be a tour Thursday afternoon of Carnegie Melon University.  They plan on providing 2 drink tickets to registrants.  Students will get the same benefits as fully paid registrants.  Alan Lovell passed around a sign up sheet for session chairs.  The abstract deadline is April 1.  The chairs have concerns about the impact of the economy and competition from a conference in Toulouse at the same time.
There was some confusion regarding deadlines due to multiple versions of the Call for Papers being sent with incorrect dates.  Lovell and Anil Rao expect to get an official Call for papers to Shannon Coffey to post on the website.  They will get the corrected version to other outlets soon after.  April 1 is the deadline for submission with April 15 being the author notification date.  
There was some debate on whether to allow the abstract deadline to slip.  Coffey stated that the last two conferences held fast to the original deadline.  Lovell stated that he would only slip the deadline if they were significantly low on abstracts.  Kelso mentioned that it makes the Technical Chair�s job much harder if the deadline is allowed to slip.  Don Mackison mentioned that for a past conference, they did not have enough abstracts.  They almost canceled the conference, but people submitted late.
Wilkins asked if the $70 dinner was a la carte.  Berry said he did not know.  Wilkins recommended including dinners in the registration so that companies would reimburse.  
Laurie Newman asked about room blocks�specifically Thursday was not included.  The cost for Thursday night has gone up to $350/night.  Alan Segerman took an action to go back to the chairs to ask.  Wilkins mentioned that he added the 4th day to Savannah, but the room block did not cover all the attendees for Thursday night.  He had to go back to the hotel to ask for it.  Tom Eller mentioned that they had signed the Galveston contract 2 years out and didn�t worry about room blocks before and after the conference.  He then had to fight for those blocks.
Kelso asked about NASA conference policies.  Newman mentioned that there is a line in the appropriations bill that limits travel by NASA for conferences�which was defined as traveling somewhere, meeting with people who are not NASA employees and talking about work other than NASA work.  She did not know if this was temporary as part of the continuing resolution.  Currently it is a limit, not a prohibition; but implemented as a very low cost cap on each NASA organization.  Each group at Goddard has been authorized 2 trips per year�with regular work trips falling in this category, as well.  Mark Pittelkau mentioned that this restriction applies to contractors working under NASA funding, as well.  
Peter Lai asked if the hotel would offer suites at conference rates.  He believes this will entice more people to attend and bring their families.  Aaron Trask mentioned that the hotel for San Diego was offering suites, but they had to take them out because the risk of them going empty was too high.  He recommended just having regular room blocked and allow for upgrades to suites.

Winter 2010 status (San Diego)�Trask/Mortari/Miller/Starchville
Trask gave the Winter 2010 report (see Attachment E).  He reported they were in the mid-planning stage.  They have signed a contract with the Marriott San Diego.  They are planning on an evening reception at the San Diego Zoo.  It will be tented and will include admission to the zoo.  They still need to tell the hotel whether or not they need Thursday.  They requested volunteers for session chairs.  They have a rough draft of the Call for Papers.

Summer 2010 status (Toronto)�Gearhart
Jim Gearhart gave a quick report on Summer 2010.  This will be an AIAA led meeting August 2nd through 5th at the Sheraton Center in Toronto.  Beny Neta will be the AIAA General Chair and there is not AIAA Technical Chair yet.  Anil Rao will be the SFM General Chair and Kathleen Howell will be the SFM Technical Chair.  Gearhart did not know when planning kicks off for the conference.  Todd Cerven mentioned that there is usually a planning meeting during the GNC conference.  He highlighted the need to get the chairs to attend the GNC conference or at least call in to the planning meeting.  The February Meeting is actually the second meeting.  The 1st planning meeting should be at the same time as the Summer 2009 conference in Pittsburgh.
Neta sent an e-mail to Kara and Anna.  He had not received any response yet.  Cerven recommended Neta discuss with him off-line.
Wilkins had a go-back to thank Ryan Russel for organizing the student reception Wednesday night.  They received $1,500 dollars from Georgia Tech University.  He encouraged future chairs to look for universities near the conference venue to sponsor student receptions.  He suggested that it would only require $1,000-1,500 to host.  This would be an excellent opportunity for universities to advertise.

Winter 2011 site selection�Hoots
Felix Hoots gave a quick summary of the Winter 2011 site selection status.  This conference will be in the Central US.  Suggested locations included Chattanooga, TN; Hot Springs, AR; New Orleans, LA; Chicago, IL; Austin, TX; San Antonio, TX; Tucson, AZ; Santa Fe, NM; Breckenridge, CO; Salt Lake City, UT.  Specific votes would take place during the individual committee meetings.
Miscellaneous
Neta requested volunteers who did not chair sessions in Honolulu to help with the 2nd stage of the best paper award.
Coffey announced that the SFM TC Web Administration Subcommittee was meeting that night.  He said participation would be open to both committees.
Hoots announced that the SFM TC Conference Administration Subcommittee would meet the following evening.
The SFM TC Technical Administration Subcommittee would be meeting on Wednesday evening.
10.	Meeting adjourned at 12:55pm EST by T.S. Kelso











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