CG Auxiliary District 7 Flotilla Nuts and Bolts

CG Auxiliary District 7 Flotilla Nuts and Bolts 2018 Karen L. Miller, ADSO-MT Version 1 - Updated 13 Jan 18.

Credit and Responsibility This workshop presentation is designed to be a quick reference source to aid the Flotilla Commander and other leaders with administration of a flotilla. This presentation is not intended to be a replacement or substitute for any Auxiliary administrative or policy manual currently authorized by the Commandant of the United States Coast Guard. Should you encounter any discrepancy between information found in this document and a currently authorized Auxiliary manual, you should defer to the Auxiliary manual. Information in this presentation was current at the time of its development. Updates will be provided as district resources allow. Should you discover any out-of-date or inaccurate information, please forward this discovery to Karen L. Miller, ADSO-MT at captklm@tampabay. rr. com. 2

Overview Various topics are referenced within this presentation as a preparation/review for new and returning officers The information provided can be used to build a leadership training program within your own division and flotilla Remember to review the material periodically and update with current details or changes, as required 3

Reports are required to inform district leadership of division, flotilla, and member activities Monthly, Quarterly, and Annual Summary Reports Bullet format against the D 7 Operational Plan http: //www. uscga-district-7. org/PDF/USCG%20 AUX%20 D 7%20 Operational%20 Plan%20%202017 -2018. pdf Let others know about your units and successes Review your staff reports and newsletters for accomplishments Brief and concise (do not write novels) 4

Reports SAR Narratives Review with coxswains the suggestion for a SAR Narrative and its distribution 5

Year-End Financials Financial Year End Audit Form 7025 Front = Financial Report (numbers – balance sheet) Back = Materials inventory (both division and flotilla owned and loaned to the flotilla) Don’t worry about expendables (http: //forms. cgaux. org/archive/a 7025. pdf) 6

Year-End Financials Form 7025 Filing date is no later than 01 March ( for the prior calendar year) unless notified of earlier date Sign in BLUE ink and send scanned (in PDF format) original to DIRAUX via email to: Vickie. L. Aponte@uscg. mil Scan and email copies to: DCDR, DSO-FN, DCAPT, and DCO 7

Staff Officers Form 7007 is used to list and submit staff assignments. IS Officer should have them in AUXDATA between Dec 15 (of previous year) and January 1 (of the current year) Use form 7006 when changing/replacing staff members during the year Let FSO-SR and SO-SR know to update Roster Consider making sure a member has been in at least a year prior to appointment – so they have knowledge/experience of the unit and the Auxiliary APs CANNOT be staff officers unless granted a waiver Must have mandated training completed to hold office 8

Reinstatements / Dis-enrollments Cleanup any reinstatements Disc onti nue d If within three months of dis-enrollment: Submit first page of 7001 with old member number Properly signed (blue ink) by member and Flotilla Commander Submit to DDSL –Director’s Division Security Liaison Plan for dis-enrollments Begin dues reminders in July Mention in August and September meetings and newsletters/mailings Follow current HR guidelines (7035) for all member changes, transfers, retirements, or dis-enrollments Remember – Retirement = 15 years of service 9

Dis-enrollments Non-Payment of Dues Mail out final dues letter by 01 OCT via certified mail Include self-addressed stamped envelope Include 7035 Letter should encourage the member to pay dues and remain If they don’t respond, send the following to DCDR well before the District cutoff dates: Copy of letter sent to member 7035 form signed by FC recommending ‘immediate’ disenrollment for non-payment of dues – do NOT put 12 -31 as disenrollment date – can’t be processed properly USPS tracking of certified letter 10

Dis-enrollments Non-Payment of Dues - continued If they do respond and want to be disenrolled, send the following to DCDR after they are scanned: 7035 form signed by the member indicating they want to be disenrolled Hopefully there will be an explanation 7035 form signed by the FC recommending ‘immediate’ disenrollment due to member’s request – do NOT put 12 -31 as disenrollment date – can’t be processed properly Member’s Auxiliary ID card on the top left of the form or a very plausible reason why it’s not included. Then include a note that you have destroyed the ID card DCDR signs and submits via D 7 Help Desk 11

Death of a Member FC Immediately Notify, via email: DCDR who will notify: DIRAUX DSO-HR DCAPT DCO FC forwards 7035 form with next of kin info and photo to DCDR See DCDR or SO-OP for Burial at Sea procedures 12

Expenditures Review Standing Rules and AUXMAN for proper procedures and uses for spending Auxiliary/flotilla dollars Prior Approval – confirmed in minutes Emergency expenditure – must be within standing rules limits and require approval next month Develop budget for recurring expenses Utilize the Sales Tax exemption letter/form of your state where applicable 13

Proctors Must be “legacy” AUXOP to be an online Proctor or have passed all six courses A member who is not a legacy AUXOP can be paper test Proctor for courses passed Maximum of two proctors per flotilla (70 members) + two division-wide proctors unless special exemptions are obtained FC must recommend to DCDR for new proctor and approved at District level 14

Leadership Taking care of your people Get to know your members Hobbies, History, Family Always treat them with dignity and respect Praise in public / Praise loudly Chastise in private / Blame softly Avoid “woulda, coulda, shoulda” Delegate – but, audit results FC is ultimately responsible 15

Leadership Develop your people for future staff Assign them as staff assistants (no stripes) Give them meaningful projects to work on Polish your leadership skills Become the answer person by being familiar with processes and procedures Attend Auxiliary leadership training classes Develop goals and objectives (Flotilla Action Plans) for the flotilla 16

Leadership Conflict Resolution Inevitable Control conflict in a public setting Open Door Policy FC and VFC DIRAUX Office – you do not have the right to call the DIRAUX office – use the D 7 Help Desk only! Coast Guard – follow the Chain of Leadership 17

Leadership 18

Leadership 19

AP Members May wear uniform (after the first 90 days if form returned by FC approving them). See form 7068. May be sworn in May get ID card Can vote at meetings and count in the quorum Must pay dues since flotilla will be charged 20

AP Members Can train and be certified in all areas except air, coxswain, personal water craft operator, Interpreter or FPT Cannot be an elected officer without waiver Cannot be a staff officer without waiver Should be nurtured and encouraged to improve retention 21

New Members New Member Packages, put together following the procedures outlined by the DDSL go to the DDSL or ADDSL Best Practices: PE class grad prior to package submittal – limitations on IQ Questions? Ask SO-HR via FSO-HR or DDSL DO Package must be submitted for Air Program and Coast Guard Radio Watchstanders (see DDSL for procedure) 22

New Members Incorporate a mentor program in your flotilla – new District 7 mentor program in the works POC for new members Mentor should know policy, procedures and opportunities Move around through different departments “Office Hours” Offer opportunity as (A)FSO 23

New Members VFC – discuss new member training process that increases retention and camaraderie of new members Hold new member orientation programs Lots of mentoring info on National Website – HR program area 24

Recruit / Retain Think about what you’re looking for in a member and recruit that way Fills a need (Instructor, Ham Operator, Management Consultant, etc. ) Open up your mind to prospects Consider diversity Be honest about expectations Costs Participation – time and activity Geography 25

Recruit / Retain Again, mentoring is key to retention Introduce member to flotilla and members Discover likes, dislikes, talents Alphabet Soup TTT – Time to Think PPP – Paperwork, Prints, Photo MMM – Mentor, Member Training, Materials Measure success by 7029’s, 7030’s, VSCs, PVs, etc. (show member how to use forms) Awards for deserving members 26

Recruit / Retain Consider informal awards – similar to Auxiliary Shipmate of the Month Remember to send out Year End Letters to members by the middle to end of January Take advantage of the District 7 Award Writing Team formal awards 27

Claims Facility Damage Coxswain needs to report immediately to OIA Coxswain needs to report to FC and DCDR will advise DIRAUX/OTO OIA will advise Sector Travel Orders are explicit with instructions. But, FC can contact DCDR for any concerns or query through D 7 Help Desk 28

C-School Use STTR form 7059 on District 7 site Li. Follow instructions: mi ted Travel is geographically restricted. If course $east coast, member will not is local or on $$ A coast course be approved for west v ail Flotilla Member completes the form, ab Commander endorses and forwards to le First name, not initials Email address and physical home address in block 22 DCDR for submission via D 7 Help Desk. 29

Flotilla Standing Rules are the flotilla’s guidelines and rules Get familiar with them Keep a copy with you at the meeting for reference All flotillas should have the signed copies from District 7 Cannot modify directly – only through appendix (local) 30

Facility Offers for Use VEs and FCs/VFCs should have copies of the checklists Highlights areas that need special attention FC no longer has to sign form, but you may want to Suggest appointing someone detail oriented and familiar with facility inspections to “vet” them prior to submission via D 7 Help Desk 31

Facility Offers for Use If facility paperwork is 100%, that person submits it via the D 7 Help Desk Submitter usually receives email from the D 7 Help Desk confirming entry into AUXDATA. New rules on use: If not underway for a year, it will not be reentered into AUXDATA unless good reason 32

National Safe Boating Week (NSBW) January is not too early to plan Appoint NSBW Point of Contact Often it’s the SO-PA/FSO-PA NSBW starts the weekend before Memorial Day Reporting is required Proposed plans Final reports 33

Uniforms Set policy for flotilla functions and meetings Appoint uniform officer – announce to members the uniform officer’s role Consider having a uniform show Demonstration of correct and incorrect In-meeting flotilla training Lead by example 34

Awards Use the templates and 1650 from D 7 only All awards except the MTC and ACLOC need to go through the FC to the DCDR and DCAPT who sends them up the leadership chain. The DCAPT is not involved in the MTC and ACLOC. DCDR sends them to the DCO directly. All this routing and reviews takes some time, so plan ahead – at least 60 -90 days prior to desired award date Consider the D 7 Award Writing Team 35

Meeting Agenda Use an agenda to cover all material in an organized manner Meeting will run more smoothly Helps FSO-SR prepare minutes Details for the bridge and FSO-SR and broad outline for the members Examples in the Flotilla Procedures Manual 36

Hurricane Preparedness Will need to update your heavy weather plans. We need to comply with Sector and District 7 accountability procedures Usually requires calling trees Initial set up requires trying to contact ALL members / then cull out verified unavailable DCDR may use Everbridge in lieu of calling trees or in addition to calling trees. 37

Hurricane Preparedness The culled list will be your new benchmark This is often a project delegated to the Flotilla Vice Commander Final results go from Flotilla Commander to Division Commander to District Captain. Usually the ASC gets a copy since s/he is responsible to the sector for member accountability. 38

District 7 Help Desk Used by FC for: ID Cards (member can submit too) Certifications Upgrades General Questions Has a relatively extensive knowledgebase Has Director’s Tool Box FC or MT uses to request QE missions http: //d 7 help. cgaux. org 39

District 7 Help Desk Knowledge Base http: //d 7 help. cgaux. org/knowledgebase. php 40

Chain of Leadership and Management Parallel staffing – role of SO, ADSO and DSO Staff does not make policy; elected officers implement policy based on the chain of leadership FSO sends reports to SO (and VFC) and receives info from SO (should always copy VFC and VCDR) FC is responsible for management of flotilla 41

Chain of Leadership and Management FC needs to solve problem at the lowest level possible. If not able to or it’s deteriorating, give DCDR a “heads up” Communications with local CG Station leadership is through AUC (if appointed) DCDR, VCDR and SO-OP for Operations Items 42

Chain of Leadership and Management Sector Liaison is ASC, DCDR, and VCDR Air Station Liaison is AUC, DCDR, and VCDR Members need to understand this chain and follow it for everything even if command advises they have “an open door policy” 43

Discipline Get familiar with Auxiliary Manual Chapter 3 It’s generally complicated and there are limited remedies available at the flotilla or division level Advise DCDR if issue can’t be settled at flotilla level 44

Miscellaneous D 7 Help Desk Features Team Coordination Training General Mandated Training ICS Courses FEDEX Print Program 45

Miscellaneous Make sure you have access to the following sites and use them frequently. AUXINFO (http: //www. uscga-district 7. org/aux 2/intro%20 auxinfo. html) AUX Directory / AUX Officer (https: //auxofficer. cgaux. org/auxoff/index. php) Develop a Division/Flotilla Calendar and share with members 46

Miscellaneous Develop a Division SO/Flotilla FSO Roster and share with FSOs – warn them about: PII – Personally Identifiable Information Just because a name and contact info is on the roster, does NOT give them permission to contact. Must use Chain of Leadership and Management FC is responsible for content of newsletter…read before publication – be especially careful if you include minutes 47

Miscellaneous Make sure to use PEPlus for all PE classes Prior to year end, get Appointment and Appreciation certificates from ANSC if not designing your own Wearing the garrison cap – carried on your right side with the Auxiliary emblem out Wearing the Tilley Hat – no insignia 48

Miscellaneous Communications/Email – requirements for response: If on the “TO” line – acknowledge receipt Avoid abusing the ‘reply to all’ feature Check frequently Expect the same from staff Do not publish phone numbers or email addresses 49

Miscellaneous There are NO leading zeros in flotilla numbers It is 12 -7, not 12 -07 Exception: The use of 070 -12 -07 is used only when required for AUXDATA or AUXDIRECTORY entries Proper Title Use for ALL Publications: - Member name first then role title (ex: John Smith, FC 12 -7 or Jane Smith, SO-OP) Exception to rule: (only for Commodore and above) - Role title then Member name (ex: Commodore John Smith) 50

Miscellaneous Know how to do a return address on a mail label and teach your members ANSC Mailer 3036 Note: no name on the return address - never 51

Items to Have on Hand Auxiliary Manual (M 16790. 1 G) Flotilla Procedures Manual (M 16791. 5) – new one coming out soon Claims Manual (M 16791. 5) Flotilla Standing Rules Robert’s Rules of Order Division Standing Rules 52

Web Sites http: //www. cgaux. org - National Auxiliary Web Site http: //auxdata. uscg. gov/ - AUXDATA http: //uscga-district-7. org/ - District 7 Web Site - Divisions and Flotillas - last item on menu http: //www. uscga-district 7. org/aux 2/intro%20 auxinfo. html - Division AUXINFO Quick Access Pages 53

Web Sites http: //d 7 help. cgaux. org/ - District 7 Help Desk https: //auxofficer. cgaux. org/auxoff/index. php - CG Aux Directory https: //docstore. fedex. com/uscgaux/ - FEDEX Manual Printing Program (uscgaux/uscgaux 1!) My. CGAux. org – New CG Auxiliary Blog/Info site 54

Web Sites http: //www. uscga-district-7. org/whatsnew. html - District 7 What’s New http: //www. uscga-district 7. org/PDF/USCG%20 AUX%20 D 7%20 Operational%20 Pl an%20%202017 -2018. pdf - District 7 Operational Plan http: //www. uscga-district 7. org/PDF/awards 3/D 7%20 Awards%20 Program. pdf – District 7 Awards Program http: //www. uscga-district-7. org/awards. html - District 7 Awards Page 55

Nuts and Bolts Questions? Questions? 56