Meeting May 1, 2008

City of Yuma Commemorative Fly-in

Committee Minutes

First Annual to be held October 9-11, 2009

Attendees:

Paul Rachels – Interim Chair
Jeanine Rhea
Bob Helfrich
Ken Scott

Meeting called to order at 5:20

MEETING WITH MCAS AND AIRPORT

Reported on meeting from Tuesday:

Paul, Albert and Jeanine met with Craig Williams, Yuma Airport Manager and Greg McShane, MCAS Yuma Airfield Operations Manager. We determined that the old Douglas facility area would be the most likely place to park the planes and cars for small car show. A parking lot outside the gate is large enough to accommodate all drive in traffic. We determined areas that would be best for parking the planes with an overflow parking area. If we have a more than that can even handle we can utilize the FBO’s or planes can land at Somerton and pilots can be bussed to the Yuma Airport. Craig said he believes that water and power are available still in that area but we would have to check on that. Several tents will need to be erected in the area and there should be plenty space for those as well.

We talked about WTI training which is scheduled to be going on during that time frame. This was a major cause of concern for Greg. He said that MCAS will definitely lend as much support as they can (providing that we fill out the necessary request for PR support form and submit through proper channels) during this busy period of time. He said that Sunday would not be a problem but Friday and Saturday are scheduled training days and they will most likely not be able to divert from their programs. Training aircraft will start to depart from MCAS after 11:00am and will be ongoing throughout the day until late evening. We will need to issue NOTAMS directing that all GA aircraft arriving for the fly-in be on the ground by no later than 10:30am as to not interfere with their mission. Any late-comers can be re-directed to Somerton and pilots be bussed over. We determined that we would set a time window for departures should anyone not want to stay over. If flexibility of departure is a concern then we need to suggest they fly into Somerton only. This information, of course, will be posted on our Fly-in website.

Since it is our intention to try to provide a wide variety of events, entertainment and ease of transportation to try to interest pilots in staying over for the weekend we anticipate fewer mid-event departures than a typical Fly-in (hopefully!).

We addressed the topic of security and we felt that the Douglas facility would lend itself to that with its fence surrounding it, open only at the taxi way. We would need to have some security personnel in place to assure that no one strays.

Greg asked what kind of “support” we might be requesting from the Marines. We replied that we would hope to have a few static displays and possibly some personnel on hand to assist. It was also mentioned that it would be a great idea to have someone that was familiar to the bases’ mission to speak at a forum. We could have a local historian talk about the history of MCAS from when it was “Fly Field” and how it transitioned into Marine Corps Air Station Yuma (with the help with our heroes) and the important mission that it serves today. After the historian is finished speaking we have the designated MCAS speaker talk about what is going on with MCAS today. This would be evidenced by the ongoing air traffic of the wide array of military toys flying overhead.

We didn’t think we would need to ask for military aircraft demonstrations as the ongoing training itself will allow attendees to witness plenty of action.

PLANE PARADE

After briefing today’s committee attendees of the aforementioned meeting several other ideas were brought to the table. Paul suggested that perhaps we could have a parade of planes as they do in Palm Springs. We thought perhaps we should limit it to just Aeronca aircraft but this will be TBD. A few possible routes were discussed. We would need to have a fence company temporarily widen the rear exit of the area to allow planes to pass through it. Bob suggested that we could maybe build a ramp over the fence and tow the planes over. After some discussion the widening of the entrance idea was favored. Like the Midnight At the Oasis car show we could request that the route be closed to vehicular traffic and the planes could begin a slow procession around the route with the City of Yuma plane leading the parade and the re-fueling car tailing. The re-fueling car could contain grand marshall town hero pilot Woody Jongeward. Another suggestion was to have an Endurance Days pageant or contest in early Endurance Days (August) and have Ms. Endurance sit in honor in the re-fueling car. Possibly, Civil Air Patrol cadets and/or Border Control Explorer troupe members can serve as wing walkers to keep anyone from walking too close to the taxiing aircraft. (View example of plane parade here: http://www.youtube.com/watch?v=d48L3jPMV2o&feature=related)

POSSIBLE GRANT OPPORTUNITY

Jeanine reported that she had found a Federal match grant opportunity that looked promising called the Preserve America grant. The grant is awarded to projects devoted to the promotion of historic tourism. Sounds like Yuma Endurance Days! Jeanine met with Yuma Heritage and they are willing to help with the grant application process. The grant will need to be submitted by the City and the administration of it can be subbed to Yuma Visitor’s Bureau. Time is of the essence as the grant must be received by June 30^th.

Jeanine asked the committee for a wish list of items we would like to use the grant money for should we win the award.

Banners for 4^th Avenue, Downtown Yuma, the Fly-in fence and temporary directional sign banners were suggested. Brochures and advertising could also be covered with the grant.

ENTERTAINMENT

Jeanine asked the committee if they had any ideas for day or evening activities to entertain pilots and other visitors. It was suggested that we need to have some type of band or bands play. It was also suggested that we may try to partner with Colorado Riverboat Cruises. Another idea was to have a tour bus scheduled for pick-ups for anyone wishing to go to Algadones Mexico for shopping. We would have to post the opportunity on the website with a reminder to make sure attendees bring their passports. The discussion turned to bus service and we felt that we needed to contact YCAT to determine if they would alter or provide temporary bus service to pick up at the Fly-in and drop off at area attractions, restaurants, casinos, hotels and Somerton Airport. A committee member was designated to contact YCAT to find out if this could be arranged.

YUMA ARMY PROVING GROUNDS

We discussed the possibility of asking YPG if we could also get some static display support from them. Weaponry, Hummers or trailer type displays would be a welcome attraction. A committee member was assigned to contact the PR rep at YPG.

PANCAKE MACHINE

Paul Rachels received plans for construction of a pancake turn table griddle which would make pancakes for the Fly-in breakfast extremely fast and easily. He said that the EAA would vote on whether or not to use their own funds to build it and it would be available for use at the Fly-in and other EAA pancake breakfasts.

FBOS

Jeanine reported that she had spoken to Joe at Careflight and let him know of our plan. Joe said to keep him updated and that they would certainly be able to offer discounted fuel for our event. We will need to talk to the other FBOs and see if they can offer the same.

TOWER TOURS

It was discussed that we could possibly arrange tower tours for Sunday. Since it is assumed that the tower would not want to be overwhelmed with visitors they might be amenable to providing tours for 50 or less persons. We could arrange it for Sunday as many attendees that stay over Saturday will most likely wish to fly out early Sunday so we could arrange for people who wanted to visit the tower to stay a little longer. This may help with departure traffic on Sunday.

TRASH SERVICE

We discussed that we would also need to contact C&D or Allied to get bids on the cost of having dumpsters and trash bins placed around the Fly-in area.

ADJOURN

Meeting was adjourned at 6:30 PM.