Transcript Slide 1

CG Auxiliary Basic
Flotilla Leadership
Guidelines
(Nuts and Bolts)
CG Auxiliary District 7
Member Training
(2015)
.
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. The original
version was developed by Karen Miller, Division 11, for the purposes of
administrative and training support. This version has been revised with the intent
to share throughout the district. 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 Should you discover any out-of-date or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 the DSO-MT or the District
Directorate Chief - Prevention (DDC-P).
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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
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Reports
Reports are required to inform district
leadership of division, flotilla, and member
activities
Monthly, Quarterly, and Annual Summary
Reports
Bullet format against the D7 Operational Plan
(http://uscga-district-7.org/PDF/Operational%20Plan%20%20V12.4.pdf)
Let others know about your units and
successes
Review your staff reports and newsletters for accomplishments
Brief and concise (do not write novels)
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Reports
Compare progress against the quarterly
dashboards
http://www.uscga-district-7.org/D7Perf.html
SAR Narratives
Review with coxswains the requirement for a
SAR Narrative and its distribution
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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/a7025.pdf)
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Year-End Financials
Form 7025
Filing date is no later than 31JAN (current
year)
Sign in BLUE ink and send scanned (in
PDF format) original to DIRAUX via email
to: [email protected]
Scan and email copies to: DCDR, DSOFN, DCAPT, and DCO
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Staff
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
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Reinstatements /
Dis-enrollments
Cleanup any reinstatements
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 – Division Director’s Security Liaison
Plan for dis-enrollments
Begin dues reminders in late July
Mention in August and September meetings and
newsletters
Follow current HR guidelines (7035) for all member
changes, transfers, retirements, or dis-enrollments

Remember – Retirement = 15 years of service
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Dis-enrollments
Non-Payment of Dues
Mail out final dues letter by 01OCT 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
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Dis-enrollments
Non-Payment of Dues - continued
If they do respond and want to be disenrolled, send the
following to DCDR:
7035 form signed by the member indicating they want to be
disenrolled
Try to get/add an explanation
7035 form signed by the FC recommending ‘immediate disenrollment due to member’s request’
– do NOT put 12-31 as disenrollment date – it cannot be
processed properly
Member’s Auxiliary ID card or a very plausible reason why
it’s not included
Follow latest HR policy for return or destruction of ID card
DCDR signs and submits via D7 Help Desk
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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
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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
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Proctors
Must be legacy AUXOP to be an online
Proctor
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
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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
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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
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AP Members
May wear uniform
May be sworn in
Will NOT get ID card
Can vote at meetings and count in the
quorum
Must pay dues since flotilla will be
charged
17
AP Members
Can train and be certified in
everything except aircrew and as
coxswain
Cannot be an elected officer
Cannot be a staff officer
Should be nurtured and encouraged
to improve retention
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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 (see DDSL for procedure)
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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
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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
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Recruit / Retain
Think about what you’re looking for in
a member and recruit
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
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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
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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
If member is/was active duty or
reserve CG, AUXDATA can
accommodate their EMPLID/CG ID#
instead of Auxiliary Member Number
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Claims
Facility Damage
Coxswain needs to report immediately to OIA
Coxswain needs to report to FC and DCDR
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 D7 Help Desk
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C-School
Use STTR form 7059 on District 7 site
Follow instructions:
First name, not initials
Email address and physical home address in block 22
Travel is geographically restricted. If
course is local or on east coast, member
will not be approved for west coast course
Member completes the form, Flotilla
Commander endorses and forwards to
DCDR for submission via D7 Help Desk.
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Flotilla Standing Rules
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 back from District 7
Cannot modify directly – only through
appendix (local)
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Facility Offers for Use
VEs and FCs/VFCs should have
copies of the checklists
Highlights areas that need special concern
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 D7 Help Desk
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Facility Offers for Use
If facility paperwork is 100%, that
person submits it via the D7 Help
Desk
Facility Owner normally receives email
and letter confirming entry into
AUXDATA within 48 hours
Form is NOT returned anymore
New rules on use:
If not underway for a year, it will not be reentered into AUXDATA unless good reason
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National Safe Boating
Week (NSBW)
January is not too early to plan
Appoint NSBW Point of Contact
Often it’s the SO-PA
NSBW starts the weekend before Memorial
Day
Reporting is required
Proposed plans
Final reports
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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
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Awards
Use the templates and 1650 from D7
only
All awards need to go through the FC
to the DCDR and DCAPT who sends
it up the leadership chain
All this routing and reviews takes
some time, so plan ahead – at least
60 days prior to desired award date
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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
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Hurricane
Preparedness
Investigate/consider using Everbridge
Will need to update your heavy
weather plans.
We need to comply with Sector and
District 7 accountability procedures
Requires calling trees
Initial set up requires trying to contact ALL
members / then cull out verified unavailable
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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
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District 7 Help Desk
Used by FC for:
ID Cards
Certifications
Upgrades
General Questions
Has a relatively extensive knowledgebase
Has Director’s Tool Box
FC or MT uses to request QE missions
http://d7help.cgaux.org
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Chain of Leadership
and Management
Parallel staffing – role of SO and DSO
Staff does not make policy; elected
officers do based on 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
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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
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Chain of Leadership
and Management
Sector Liaison is ASC, DCDR, and
VCDR
Air Station Liaison is Auxiliary Air
Coordinator (AAC)
Members need to understand this
chain and follow it for everything even
if command advises they have “an
open door policy”
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Discipline
Get familiar with Auxiliary Manual
Chapter 3
It’s generally complicated and not
much is available at the flotilla or
division level
Advise DCDR if issue can’t be settled
at flotilla level
D7 Advocate may be able to help
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Miscellaneous
D7 Help Desk Features
Team Coordination Training
Mandatory Training
Mandated Training
ICS Courses
FEDEX Print Program
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Miscellaneous
Make sure you have AUXDATA access
and use it frequently.
AUXINFO (http://www.uscga-district7.org/auxinfo/auxinfo.html /)
AUX Directory / AUX Officer
(https://auxofficer.cgaux.org/auxoff/index.php)
Develop a Division/Flotilla Calendar and
share with members
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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
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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
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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
Utilize the Blind Copy feature ‘BCC’ to avoid the
advertisement of member addresses to everyone,
especially when privacy must be observed for the
membership
Do not publish phone numbers or email addresses
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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 roll 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)
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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
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Items to Have on
Hand
Auxiliary Manual (M16790.1G)
Flotilla Procedures Manual (M16791.5)
Claims Manual (M16791.5)
Flotilla Standing Rules
Robert’s Rules of Order
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Web Sites
http://www.cgaux.org
- National Auxiliary Web Site
http://auxdata.uscg.gov - AUXDATA
http://www.uscga-district-7.org
- District 7 Web Site
- Divisions and Flotillas - last item on menu
http://www.uscga-district7.org/auxinfo/auxinfo.html
- Division AUXINFO Quick Access Pages
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Web Sites
http://d7help.cgaux.org/ - District 7 Help
Desk
https://auxofficer.cgaux.org/auxoff/index.php
- CG Aux Directory
http://www.uscga-district-7.org/D7Perf.html
- District 7 Performance Dashboards
https://docstore.fedex.com/uscgaux/
-
FEDEX Manual Printing Program
(uscgaux/uscgaux1!)
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Web Sites
http://www.uscga-district-7.org/whatsnew.html
- District 7 What’s New
http://www.uscga-district7.org/PDF/Operational%20Plan%20%20V12.4.pdf
- District 7 Operational Plan
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Nuts and Bolts
Questions?
Questions?
Questions
Questions?
Questions?
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