CG Auxiliary District 7 Nuts and Bolts 2017

1. CG Auxiliary District 7 Nuts and Bolts2017 Karen L. Miller, ADSO-MT . Version 2 - Updated 24Mar17

2. 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 Should you discover any out-of-date or inaccurate information, please forward this discovery to Karen L. Miller, ADSO-MT at captklm@tampabay.rr.com.

3. 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

4. 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://www.uscga-district-7.org/PDF/USCG%20AUX%20D7%20Operational%20Plan%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)

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

6. 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)

7. Year-End Financials Form 7025 • Filing date is no later than 01 March ( for the prior calendar year) • 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

8. 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 unless granted a waiver • Must have mandated training completed to hold office

9. 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 –Director’s Division Security Liaison • Plan for dis-enrollments • Begin dues reminders in late 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

10. 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

11. 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 D7 Help Desk

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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 D7 Help Desk only! • Coast Guard – follow the Chain of Leadership

18. Leadership

19. Leadership

20. 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

21. 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

22. 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)

23. 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

24. 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

25. 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

26. 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

27. 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 for formal awards

28. 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

29. 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. Limited $$$ Available

30. 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 from District 7 • Cannot modify directly – only through appendix (local)

31. 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 D7 Help Desk

32. Facility Offers for Use • If facility paperwork is 100%, that person submits it via the D7 Help Desk • Submitter 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

33. 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

34. 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

35. Awards • Use the templates and 1650 from D7 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 D7 Award Writing Team

36. 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

37. 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 Everbridge in lieu of calling trees or in addition to calling trees.

38. 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.

39. 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://d7help.cgaux.org

40. District 7 Help Desk Knowledge Base http://d7help.cgaux.org/knowledgebase.php

41. Chain of Leadership and Management • Parallel staffing – role of SO 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

42. 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

43. 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”

44. 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

45. Miscellaneous • D7 Help Desk Features • Team Coordination Training • General Mandated Training • ICS Courses • FEDEX Print Program

46. Miscellaneous • Make sure you have AUXDATA access and use it frequently. • AUXINFO (http://www.uscga-district-7.org/aux2/intro%20auxinfo.html) • AUX Directory / AUX Officer (https://auxofficer.cgaux.org/auxoff/index.php) • Develop a Division/Flotilla Calendar and share with members

47. 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

48. 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

49. 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

50. 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)