cg auxiliary district 7 nuts and bolts 2015 karen l. miller, adso-mt

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CG Auxiliary District 7 CG Auxiliary District 7 Nuts and BoltsNuts and Bolts

20152015

CG Auxiliary District 7 CG Auxiliary District 7 Nuts and BoltsNuts and Bolts

20152015

Karen L. Miller, ADSO-MTKaren L. Miller, ADSO-MT

Credit and ResponsibilityCredit and ResponsibilityCredit and ResponsibilityCredit 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 Should you discover any out-of-date or inaccurate information, please forward this discovery to Karen L. Miller, ADSO-MT at [email protected].

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OverviewOverviewOverviewOverview

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

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ReportsReportsReportsReports

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 accomplishmentsBrief and concise (do not write novels)

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ReportsReportsReportsReports

Compare progress against the quarterly dashboards

http://www.uscga-district-7.org/D7Perf.html

SAR NarrativesReview with coxswains the suggestion for a SAR Narrative and its distribution

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Year-End FinancialsYear-End FinancialsYear-End FinancialsYear-End Financials

FinancialYear End AuditForm 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 FinancialsYear-End FinancialsYear-End FinancialsYear-End Financials

Form 7025

Filing date is no later than 31JAN ( for the prior calendar year)Sign in BLUE ink and send scanned (in PDF format) original to DIRAUX via email to: [email protected] and email copies to: DCDR, DSO-FN, DCAPT, and DCO

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StaffStaffStaffStaff

Staff OfficersForm 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 yearLet FSO-SR and SO-SR know to update RosterConsider making sure a member has been in at least a year prior to appointment – so they have knowledge/experience of the unit and the AuxiliaryAPs CANNOT be staff officers unless granted a waiver

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Reinstatements /Reinstatements / Dis-enrollments Dis-enrollmentsReinstatements /Reinstatements / Dis-enrollments Dis-enrollments

Cleanup any reinstatementsIf within three months of dis-enrollment:

Submit first page of 7001 with old member numberProperly signed (blue ink) by member and Flotilla CommanderSubmit to DDSL –Director’s Division Security Liaison

Plan for dis-enrollmentsBegin dues reminders in late JulyMention in August and September meetings and newsletters/mailingsFollow current HR guidelines (7035) for all member changes, transfers, retirements, or dis-enrollments

Remember – Retirement = 15 years of service

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Dis-enrollmentsDis-enrollmentsDis-enrollmentsDis-enrollments

Non-Payment of DuesMail out final dues letter by 01OCT via certified mail

Include self-addressed stamped envelopeInclude 7035Letter should encourage the member to pay dues and remainIf they don’t respond, send the following to DCDR well before the District cutoff dates:

Copy of letter sent to member7035 form signed by FC recommending ‘immediate’ disenrollment for non-payment of dues – do NOT put 12-31 as disenrollment date – can’t be processed properlyUSPS tracking of certified letter

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Dis-enrollmentsDis-enrollmentsDis-enrollmentsDis-enrollments

Non-Payment of Dues - continuedIf 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 explanation7035 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 properlyMember’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 D7 Help Desk

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Death of a MemberDeath of a MemberDeath of a MemberDeath of a Member

FC Immediately Notify, via email:DCDR who will notify:

DIRAUXDSO-HRDCAPTDCO

FC forwards 7035 form with next of kin info and photo to DCDRSee DCDR or SO-OP for Burial at Sea procedures

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ExpendituresExpendituresExpendituresExpenditures

Review Standing Rules and AUXMAN for proper procedures and uses for spending Auxiliary/flotilla dollars

Prior Approval – confirmed in minutesEmergency expenditure – must be within standing rules limits and require approval next monthDevelop budget for recurring expenses

Utilize the Sales Tax exemption letter/form of your state where applicable

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ProctorsProctorsProctorsProctors

Must be “legacy” AUXOP to be an online ProctorA member who is not a legacy AUXOP can be paper test Proctor for courses passedMaximum of two proctors per flotilla (70 members) + two division-wide proctors unless special exemptions are obtainedFC must recommend to DCDR for new proctor and approved at District level

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LeadershipLeadershipLeadershipLeadership

Taking care of your peopleGet to know your members

Hobbies, History, Family

Always treat them with dignity and respectPraise in public / Praise loudlyChastise in private / Blame softly

Avoid “woulda, coulda, shoulda”Delegate – but, audit results

FC is ultimately responsible

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Develop your people for future staffAssign them as staff assistants (no stripes)Give them meaningful projects to work on

Polish your leadership skillsBecome the answer person by being familiar with processes and proceduresAttend Auxiliary leadership training classes

Develop goals and objectives (Flotilla Action Plans) for the flotilla

Use D7 Dashboard for “sanity” check

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Conflict ResolutionInevitableControl conflict in a public setting

Open Door PolicyFC and VFCDIRAUX OfficerCoast Guard

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AP MembersAP MembersAP MembersAP Members

May wear uniformMay be sworn inWill NOT get ID cardCan vote at meetings and count in the quorumMust pay dues since flotilla will be charged

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AP MembersAP MembersAP MembersAP Members

Can train and be certified in all areas except air, coxswain, Interpreter or FPTCannot be an elected officer without waiverCannot be a staff officer without waiverShould be nurtured and encouraged to improve retention

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New MembersNew MembersNew MembersNew Members

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

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Incorporate a mentor program in your flotilla – new District 7 mentor program in the works

POC for new membersMentor should know policy, procedures and opportunitiesMove around through different departments“Office Hours”Offer opportunity as (A)FSO

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VFC – discuss new member training process that increases retention and camaraderie of new membersHold new member orientation programs.Lots of mentoring info on National Website – HR program area

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Recruit / RetainRecruit / RetainRecruit / RetainRecruit / 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 expectationsCostsParticipation – time and activityGeography

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Again, mentoring is key to retentionIntroduce member to flotilla and membersDiscover likes, dislikes, talents

Alphabet SoupTTT – Time to ThinkPPP – Paperwork, Prints, PhotoMMM – 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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Consider informal awards – similar to Auxiliary Shipmate of the MonthRemember to send out Year End Letters to members by the middle to end of JanuaryTake advantage of the Past Division Commanders Assoc. Award Writing Team for formal awards

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ClaimsClaimsClaimsClaims

Facility DamageCoxswain needs to report immediately to OIACoxswain needs to report to FC and DCDRDCDR will advise DIRAUX/OTOOIA will advise Sector

TravelOrders are explicit with instructions. But, FC can contact DCDR for any concerns or query through D7 Help Desk

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C-SchoolC-SchoolC-SchoolC-School

Use STTR form 7059 on District 7 siteFollow instructions:

First name, not initialsEmail 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 courseMember completes the form, Flotilla Commander endorses and forwards to DCDR for submission via D7 Help Desk.

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Flotilla Standing RulesFlotilla Standing RulesFlotilla Standing RulesFlotilla Standing Rules

Standing Rules are the flotilla’s guidelines and rules

Get familiar with themKeep a copy with you at the meeting for reference

All flotillas should have the signed copies back from District 7Cannot modify directly – only through appendix (local)

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Facility Offers for UseFacility Offers for UseFacility Offers for UseFacility 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 toSuggest 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 UseFacility Offers for UseFacility Offers for UseFacility Offers for Use

If facility paperwork is 100%, that person submits it via the D7 Help DeskSubmitter usually receives email from the D7 Help Desk confirming entry into AUXDATA. New rules on use:

If not underway for a year, it will not be re-entered into AUXDATA unless good reason

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National Safe Boating National Safe Boating Week (NSBW)Week (NSBW)

National Safe Boating National Safe Boating Week (NSBW)Week (NSBW)

January is not too early to planAppoint NSBW Point of Contact

Often it’s the SO-PA

NSBW starts the weekend before Memorial DayReporting is required

Proposed plansFinal reports

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UniformsUniformsUniformsUniforms

Set policy for flotilla functions and meetingsAppoint uniform officer – announce to members the uniform officer’s roleConsider having a uniform show

Demonstration of correct and incorrectIn-meeting flotilla training

Lead by example

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AwardsAwardsAwardsAwards

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

Consider the PDCA Team

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Meeting AgendaMeeting AgendaMeeting AgendaMeeting Agenda

Use an agenda to cover all material in an organized mannerMeeting will run more smoothlyHelps FSO-SR prepare minutesDetails for the bridge and FSO-SR and broad outline for the membersExamples in the Flotilla Procedures Manual

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Hurricane PreparednessHurricane PreparednessHurricane PreparednessHurricane Preparedness

Investigate/consider using EverbridgeWill need to update your heavy weather plans. We need to comply with Sector and District 7 accountability proceduresRequires calling trees

Initial set up requires trying to contact ALL members / then cull out verified unavailable

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Hurricane PreparednessHurricane PreparednessHurricane PreparednessHurricane Preparedness

The culled list will be your new benchmarkThis is often a project delegated to the Flotilla Vice CommanderFinal results go from Flotilla Commander to Division Commander to District Captain

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District 7 Help DeskDistrict 7 Help DeskDistrict 7 Help DeskDistrict 7 Help Desk

Used by FC for:ID CardsCertificationsUpgradesGeneral Questions

Has a relatively extensive knowledgebaseHas Director’s Tool BoxFC or MT uses to request QE missions http://d7help.cgaux.org

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Chain of Leadership and Chain of Leadership and ManagementManagement


Parallel staffing – role of SO and DSOStaff does not make policy; elected officers do based on chain of leadershipFSO 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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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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Sector Liaison is ASC, DCDR, and VCDRAir Station Liaison is ASC, DCDR, and VCDRMembers need to understand this chain and follow it for everything even if command advises they have “an open door policy”

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DisciplineDisciplineDisciplineDiscipline

Get familiar with Auxiliary Manual Chapter 3It’s generally complicated and not much is available at the flotilla or division levelAdvise DCDR if issue can’t be settled at flotilla levelD7 Advocate may be able to help

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MiscellaneousMiscellaneousMiscellaneousMiscellaneous

D7 Help Desk Features

Team Coordination Training

General Mandated Training

ICS Courses

FEDEX Print Program

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Make sure you have AUXDATA access and use it frequently.

AUXINFO (http://www.uscga-district-7.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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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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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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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


There are NO leading zeros in flotilla numbers

It is 12-7, not 12-07Exception: 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)47

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Know how to do a return address on a mail label and teach your members

Note: no name on the return address - never

ANSC Mailer 3036

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Items to Have on HandItems to Have on HandItems to Have on HandItems 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 SitesWeb SitesWeb SitesWeb 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-district-7.org/auxinfo/auxinfo.html

- Division AUXINFO Quick Access Pages

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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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http://www.uscga-district-7.org/whatsnew.html

- District 7 What’s Newhttp://www.uscga-district-7.org/PDF/Operational%20Plan%20%20V12.4.pdf

- District 7 Operational Plan

Nuts and BoltsNuts and BoltsNuts and BoltsNuts and Bolts

Questions?Questions?

QuestionsQuestions?

Questions?

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cg auxiliary district 7 nuts and bolts 2015 karen l. miller, adso-mt

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