FLOTILLA MEETING TRAINING DEVELOPMENT OF A CORE FOR A VIBRANT FLOTILLA

1. FLOTILLA MEETING TRAINING DEVELOPMENT OF A CORE FOR A VIBRANT FLOTILLA Robert E. Holm, DSO-MT District 11SR Presented at D11sr 2013 DTRAIN (modified)

2. Coast Guard Auxiliary Priorities • In Admiral Papp’s 2012 Policy Statement about the CGAUX he said the Auxiliary Service priorities include: • Promoting and Improving Recreational Boating Safety • Providing Crews and Facilities to augment the CG • Supporting CG operational, administrative and logistical requirements

3. Synergistic Programs • There are many valuable programs that members may be interested in through the Auxiliary • There are a few that are particularly synergistic with regard to supporting the flotilla (new members & revenue ) while also supporting the CG’s priorities: • Public Education (PE), • Vessel Exams (VE), • Public Affairs Outreach, and • Program Visits (PV)

4. What Type of Core Program Satisfies the Needs of the Coast Guard and the Flotilla • Public Education Courses to the Greatest Number of People • Supported by Public Affairs Outreach and Promotion • Supported by Program Visitors Getting the Word out • Supported by Vessel Examiners Getting the Word Out • Primary Source of Revenue to support programs • Best Source of New Members • Courtesy Vessel Exams to the Greatest Number of Boaters • Widest Reach of the Boating Public • Opportunity to Promote Public Education Classes • Opportunity to Promote Membership in the CGAUX

5. What Type of Core Program Satisfies the Needs of the Coast Guard and of the Flotilla • Member Training to get Members Certified • Flotilla Meeting Training to Recruit Members into specific programs e.g. PE, VE • Certification Classes to Qualify Members • Mentors to help new members get established • Support Other Valuable Programs Once the Core is Established • Operations e.g. Boat Crew, Marine Safety • Direct CG Augmentation (depends on location)

6. Key Elements for a Strong Flotilla New Members • New Members are the lifeblood of a flotilla • They bring new capabilities and replace members who have left • They add energy to the group and are anxious to try new things • They add resources needed to staff several different programs within the flotilla • They provide resources with varied schedules so staffing is not dependent on just a few people’s schedules

7. Key Elements for a Strong Flotilla New Members • Have a Flotilla goal to recruit at least 10% new members • Set up VSC (VE) teams at the boat ramps: • 2 + vessel examiners • 1 + experienced members (do not need certification) to man a table with literature and membership discussion • VE’s refer boaters to table for information about boating safety classes, flotilla meeting schedules, membership (or do it themselves) • Public Affairs Outreach booths • Besides “join the auxiliary” brochures, have handouts with class, flotilla meeting, other event schedules. Get their contact information. Follow up.

8. Key Elements for a Strong Flotilla New Members • At Flotilla Meetings, have designated members as the greeting team and assign one member to each candidate during the meeting and as a contact afterwards • At Public Education Classes, have a short ppt presentation (include video if available) in the middle of the class (during a break) about membership in the CGAUX. Have membership packets available. Provide a member contact.

9. Leadership: Getting Members On-Board • The Flotilla needs: • Goals to fire the members imaginations • Schedules get their time allocated (annual calendar) • Training to make them qualified (IT, VE, PV, PA) • Team leaders to organize efforts (usually the FSOs) • The FC and/or the FSOs must RECRUIT members to fill key positions. This is being pro-active. Don’t wait until a member asks to be involved – that may never happen. • Goals can include not only how many PE classes or Vessel Exams but also: • Recruiting New Members • New Qualifications e.g. more IT’s, PV’s, VE’s • Infrastructure e.g. computers, projectors, booths

10. Leadership: Getting Members On-Board Recruiting Members to Projects With Flotilla Meeting Training (FMT) • Flotilla Meeting Training should be a big part of the recruiting effort and always part of your meeting. • In 2Q’2013 the Member Training Compendium will have FMT power points available for downloading – they are being developed and will be posted throughout the year

11. Leadership: Getting Members On-Board Page 3 of the MT Compenium EXAMPLES OF UPCOMING FMT PPTs (SHOULD BE POSTED STARTING IN 2Q’13) The “FMT_Member_Training_Finding_Your_Way” ppt contains much more information about how to use the MT Compendium

12. Leadership: Getting Members On-Board Develop an Annual Calendar of Events • Develop a calendar of events with your staff that you can support with flotilla resources (staff buy-in) • Take into account Division goals and overlapping events (e.g. will multiple flotillas be supporting the same Nat’l Safe Boating Week Expo?) • Avoid member training classes conflicting with public education classes as they often take the same resources

13. Goals, Targets, and Schedules Flotilla/Division “macro” Annual Calendar

14. Leadership: Getting Members On-Board Required Staffing • Each Flotilla must have FSOs: FN, SR, IS to administer the flotilla finances, meetings, and member data entry • A successful Flotilla will have a strong member training program lead by the FSO-MT as an information source so that your volunteers are ready to support your programs with proper certifications • Each of the “program” FSO’s e.g. VE, PV, PE, PA, OP should be cheer leaders, recruiters, trainers, and team leaders for scheduled events on the annual calendar

15. Key Elements for a Strong Flotilla Financial Health • Building up the Public Education & Training Fund can add the following to Flotilla Activities • PIZAZZ!!!! , Convenience, Efficiency • Attractiveness, Energy • It’s just more fun to do projects if you can offer the public nice facilities, equipment, and material • If you’re proud of your setup, more members will want to participate • From the Flotilla Policy Manual: Other sources of funds. In addition to dues, the flotilla will receive money from the sale of public education materials (This income must be utilized for the public education program; it cannot be redirected to other uses) • Let’s take a look at finances - - -

16. Flotillas and Money Balance Sheet GENERAL FUND EDUCATION/TRAINING FUND Dues/member $50 income Dist/Nat’l $24.50 expense Div $7 expense Flotilla Gen Fund $18.50 balance Assume 30 members = $555/yr Typical PE class e.g. 2 day BS&S • Charge $45 income • Books $18 expense • Snacks $5 expense • Other $5 expense • Flotilla PE fund $17 Balance • Assume 20 students = $340/class • A 3 day class @ $65 => $560/class Spending of General Fund • Fellowship • Flotilla Dinner • Snacks @ Flotilla Meetings • Rent of Room/Facilities • Printing of Agenda’s • Printing Certificates/Awards • Equipment if no PE fund • Difficult to build up the fund and support an active flotilla Annual Income to PE Fund Say two ea 2 day & two ea 3 day courses with 20 students each yields $1900/yr

17. Flotillas and Money How Much & What to do with it? • This depends a lot on the situation with your flotilla e.g. • Do you have fixed facilities & storage room? • Do you have many active shows/events in your AOR? • Do you have active boating (Lakes/Rivers/Ocean) in your AOR? • Flotillas that answer “YES” to the above can leverage the revenue from PE courses to substantially expand their overall programs • Flotillas that answer “NO” will need a more targeted strategy aimed at programs specific to their AOR. • LET’S LOOK AT THE “YES” CATEGORY

18. Flotillas and Money How Much Money Do We Need – We’re a Service Organization • Adding Equipment can improve the settings & efficiency of Flotilla Operations e.g.: Meetings & Classes, Recruiting • Flotilla Computer, Projector, Screen, Speaker system ($1200) • Easier to do Public Education classes anywhere • Easier to do Public Affairs Outreach to classrooms & meetings • Flag(s) & Stands – improved meeting/classroom environment ($500) • American Flag • CGAUX Flag • Banner Stands (pullup) • Props for classes e.g. ($700) • Sailboat Model for SS&S (3 day) • Pelorus for Navigation classes • Plotting tool kits (say 10 ea) for BS&S, SS&S, WEN, AUXNAV • A booth with all the banners, table clothes, etc. can dramatically improve visitations at PA outreach events. ($3800)

19. Flotillas and Money How Much Money Do We Need – We’re a Service Organization An attractive booth will bring in more public at Public Affairs Events. This should lead to more activity in PE, VE, Membership Stand up Canopy $2200 Pull Up Banner $250 ea x 4 Table Cloth w/emblem $250 Brochure Display Stand $250 Life Jacket Display Stand $150 Booth as shown approx $3850 Alternative – Schedule & then drive to Sector LA/LB to pick up one of two sets available there

20. Flotillas and Money How Much Money Do We Need – We’re a Service Organization • HOW ABOUT THE “NO” CATEGORY? • No Storage – PE funds can be used to rent storage facilities for PE/PA/VE related activities such as Booth items • No Fixed Classroom – PE funds can be used for room rental although many yacht clubs, service organizations, sheriffs offices, etc. will provide free rooms to the CGAUX • No maritime events in AOR. Work with other organizations to set up booths e.g. Red Cross, Public Health Fairs with focus on the Environment (MS) • Select programs such as Communications to focus the flotilla – set up Mobile Radio Facilities/ Repeater stations

21. Goals, Targets, and Schedules • Getting the Buy In From Your Flotilla • At your next Flotilla Meeting present your selected programs, goals, and calendar • Explain the Macro Calendar and the need for resources • Show the additional training (certifications) needed to support the program and how to get certified • Ask for volunteers to take the training (if necessary) and support the programs

22. Synergy • Flotillas active in all these core programs are likely to be more successful than ones that only support one or two of these programs • The core programs in no way restrict the membership from also supporting many other worthwhile programs e.g. marine safety, Watchstanders, boating operations (crew), to name a few • The FC and FSOs must lead members to support these programs. It doesn’t happen automatically.

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