Operations Training Lesson 1 Developed by D/Lt E J ‘Betty’ Dysart, JN Lesson 1 Introduction 1

Operations Training Organizational Develop new members by encouraging involvement in USPS activities Identify potential leaders Personal Acquaint new members of USPS to: Advantages of membership Opportunities for self through civic service, self-education & fellowship Update seasoned members to all the changes Purpose of OT Program Lesson 1 2 >> Introduction

Operations Training Time Commitment & Expectations The entire Program takes about 8 hours  Approx. 4 hours per session  On 2 Saturdays  Each session will include multiple breaks Classes will begin & end on time No final exam Lesson 1 3 >> Introduction

Operations Training HANDOUT # 1 CD of Manuals, Descriptions, Bylaws Time Commitment & Expectations Reading assignments for homework Materials available - on-line & downloadable  OTP Manual  Operations Manual  Job Descriptions  Bylaws Lesson 1 4 >> Also on CD Introduction

Operations Training Class Schedule Lesson 1  Introduction to USPS, the Courses & Seminars  Squadron, District, & National Organization Lesson 2  Education &Training  Staffing Committees  Leadership  Scheduling Lesson 3  Finding Solutions  Communications  Conducting a Meeting  Case studies Lesson 4  USPS Protocols  Using the tools Lesson 1 5 >> Introduction Todays Topics Next Session

Operations Training 6 About Operations Training Structure of organization  How it operates  The objects Relationship among levels  Squadron, district & national Available educational course materials Leadership development  Committee management  Problem solving  Teambuilding >> Lesson 1 Introduction

Operations Training Highlights of USPS History Four U.S. presidents commended USPS, for service to the nation & the American people. 1913: A “Power Squadron” organized within Boston Yacht Club in January : United States Power Squadrons founded February : USPS headquarters established - New Jersey District organization developed 1982: Women admitted as members for first time Lesson 1 7 >> Introduction

Operations Training What’s the story behind Your Squadron’s burgee ? When was Your squadron founded? ?______________? ?_____________? Diablo 1958 District 25 What about Your Squadron’s History? In what district has it been assigned? Lesson 1 8 >> Introduction

Operations Training Lesson 1 - Agenda Module I  Introduction to USPS, it’s Educational Courses & Seminars  Squadrons of USPS  Districts of USPS  USPS National Organization Lesson 1 9 >> Introduction

Operations Training USPS Mission Statement Facing outward while providing fellowship for USPS members Facing inward To promote recreational boating skills and boating safety through education, hands-on training and civic activities Introduction 10 >>

Operations Training The USPS Triangle The graphic representation of USPS Mission Introduction 11 >>

Operations Training USPS Vision Statement USPS - recognized as: “The national leader for improving boating safety through outstanding educational programs and civic activities Strong with a growing membership and increased member satisfaction” Introduction 12 >>

Operations Training Achievement Through voluntary contributions - time & energy Teams of people with common goals Engaged in worthwhile activities for the common good Introduction Members Achieve The USPS Mission 13 >>

Operations Training Be >> 14

Operations Training The Mission Self Education Learning from experienced instructors Material continually updated to keep members informed of latest developments Self-study “Learning Guides” are available on a variety of subjects related to boating 15 >> Introduction

Operations Training The Mission Civic Service 16 >> Learning Lamp Introduction

Operations Training The Mission Fraternal Boating Club 17 >> Introduction A District 25 Cruise & Rendezvous

Operations Training Membership Is a Privilege Types of Membership & Requirements Active  Willing and able to contribute time, energy & skills to USPS  Accepted by Squadron ExCom  All applicable entrance fees & dues paid  Granted voting rights - If at least 18 years of age Sea Scout/Apprentice  Age 12 – 24 Honorary – good for one year, ExCom bestowed Corporate – limited, approved by BOD only Introduction 18 >>

Operations Training Categories - Service & Dues Definitions Senior Member – earned 5 merit marks Life Member – earned 25 merit marks GB Member Emeritus – earned 50 merit marks 25-Year Member – member for 25 years Sustaining Member – paid a lump sum equal to 20 times the then-current national dues Introduction 19 >>

Operations Training Membership’s Many Benefits Intangible benefits : Are the most important  Includes knowledge & skills of seamanship, piloting & navigation,  Life-long friendships,  Self esteem,  Developing individual potential  …the list is endless Introduction 20 >>

Operations Training Membership’s Many Benefits Tangible benefits :  Leadership opportunities & experience,  Amateur radio net,  On-the-water activities,  The ENSIGN,  Discounts,  ………..the list is long Introduction 21 >>

Operations Training Some Tangible Benefits Access these and more on USPS website Introduction 22 >>

Operations Training The Officers National, district and squadron Elected or appointed Bridge  Commander (Cdr)  Executive Officer (XO)  Educational Officer (SEO)  Administrative Officer (AO)  Secretary (Secy)  Treasurer (Treas) Introduction 23 >> **** **** The assistants are elected as well *

Operations Training & Committees General, Standing & Departmental Elected or appointed Chairs & Assistant chairs Committee Chairs are also officers Some committees in Ed Dept are known as Local Boards Rank is also an indicator of level at which the committee is serving:  Squadron = Lt  District = D/Lt  National = R/C and Stf/C Introduction 24 >>

Operations Training Merit Marks For significant service related to achieving the USPS mission Only 1 MM possible in any given year Rewards of service are limitless, however, a MM is the only “paycheck” received Introduction 25 >> It’s vital to submit merit mark hours on a timely basis!

Operations Training Merit Marks Introduction Senior Member 5 merit marks ?_________________? Life Member 25 merit marks ?_________________? 26 >>

Operations Training Recap – USPS Mission What are the 3 sides of the Mission triangle? ?_________________________? Self Education Civic Service Fraternal Boating Club 27 >> Introduction

Operations Training United States Power Squadrons The Organization Organization 28 >>

Operations Training Organizationally USPS Has 3 Levels Active Members may become elected or appointed officers at all three levels of the USPS organization, simultaneously:  Squadron  District  National Organization 29 >>

Operations Training HANDOUT # 2 Reviewing the Ranks Officers Reviewing the Ranks Squadron District National Commander Cdr D/CC/C Department Lt/C D/Lt/CV/C Assistant 1st/Lt D/1st/LtR/C Chairman Lt D/LtR/C Asst Chairman Stf/C Organization 30 >>

Operations Training Squadron Membership Is Ruling Body We the members : Decide the dues & fees to be assessed on ourselves Adopt and amend bylaws to govern ourselves Elect our officers and some committees Adopt budget and charge leaders to live within Squadron Organization 31 >> Most work is done through committees: elected and appointed

Operations Training HANDOUT # 3 Squadron Chart Squadron Organization Squadron Organization District Executive Officer 32 >> Past Commander

Operations Training Executive Committee Reports to Membership ExCom  Process applications for membership,  Approves budget to be submitted to membership for adoption  Approves Educational schedule - times & places for courses, seminars, programs on advice of SEO Squadron Organization 33 >>

Operations Training Executive Committee Reports to Membership ExCom Designates depositories for squadron funds  On advice of Treasurer Makes appointments to Standing Committees advises Cdr on other appointments Hears reports of Committees Enforces the authority given it by the bylaws Institutes disciplinary proceedings Squadron Organization 34 >>

Operations Training General Committees Report to Membership General committees - Elected  Auditing  Nominating  Rules Squadron Organization 35 >>

Operations Training Standing Committees Report to ExCom Standing committees - Appointed  Budget & Finance  Housing  Law officer  Planning  Personnel  Property  Supply officer Squadron Organization 36 >> In some Squadrons these 2 committees are departmental within the Treasurer’s Department

Operations Training Bridge Officers Ranking officer of squadron Responsible for its growth & vitality Ex officio member of all committees except Auditing, Nominating & Rules Appoints delegates to Conferences & GBs Appoints chairs to appointive committees Squadron Organization The Commander: 37 >>

Operations Training Bridge Officers Presides at all squadron meetings  general membership & executive committee Voting Member at national meetings (GB & AM) & district meetings (Council & Conference) Responsible for proper turnover at the end of term to successor Squadron Organization The Commander: 38 >>

Operations Training 39 Let’s take a 10 min Break Please return when you hear the bell >>

Operations Training The Executive Department Committees  Boat shows  Cooperative Charting  Legislative  Liaison  Public Relations  Radio-Technical  Safety  Vessel Safety Check Squadron Organization 40 >>

Operations Training The Executive Department These are the external functions of the squadron Ex officio member of all committees in XO dept. If Cdr absent, perform Cdr duties & functions Responsible for proper turnover at the end of term Squadron Organization Headed by the Executive Officer (XO) 41 >>

Operations Training The Educational Department Squadron Organization 42 >> Local Boards 1. Boating (LBB) 2. Advanced Grades (LBAG) 3. Elective Courses (LBEC) 4. Seminars (LBS) Class Chairs  Instructors  Proctors Committees  Teaching Aids  Property & Supplies

Operations Training The Educational Department Manages the Educational Department,  Schedules courses, seminars  Trains & certifies instructors  Conducts ABC3 on behalf of Squadron Member of District Educational Dept. Serves as liaison for information received from district and national Gives proper turnover at the end of term Squadron Organization Headed by the Educational Officer (SEO) 43 >>

Operations Training The Administrative Department Committees  Boating Activities (Cruise & Rendezvous)  Meetings  Membership  Membership Involvement  Operations Training (Leadership Development) Squadron Organization 44 >>

Operations Training The Administrative Department These are internal functions of squadron Ex officio member of all committees in AO dept. If Cdr & XO absent, AO performs Cdr duties & functions Execute end-of-term turnover Squadron Organization Headed by the Administrative Officer (AO) 45 >>

Operations Training The Secretary’s Department Committees  Computer Systems  Editor (Newsletter)  Historian  Roster  Telephone (Calling)  The ENSIGN correspondent Squadron Organization 46 >>

Operations Training The Secretary’s Department Responsible for all the non-financial records Squadron correspondence, minutes, calls for meetings Maintain official squadron member data (DB2000) Complete OD-2 (Officer Report) Complete end-of-term turnover Squadron Organization Headed by the Secretary (Secy) 47 >>

Operations Training The Treasurer’s Department Squadron Organization Committees  Property  Supply 48 >>

Operations Training The Treasurer’s Department Collect & disburse squadron funds Keep appropriate records, make required reports File tax forms & returns Ensure all squadron funds properly accounted for & in proper depositories Work closely with Budget & Finance, and Auditing Committees Complete end-of-term turnover Squadron Organization Headed by the Treasurer (Treas) 49 >>

Operations Training USPS Districts District Organization 50 >>

Operations Training USPS Districts Organized geographically Purpose of organizational structure to inform and assist squadrons Each district has its own bylaws Districts provide a communications link between the Governing Board and squadrons District members are the Squadrons within their geography  District 25 currently has 9 member squadrons District Organization 51 >>

Operations Training HANDOUT # 4 D25 Squadrons District 25 District Organization 52 >> 1. Carquinez 2. Diablo 3. Marin 4. Monterey Bay 5. Peralta 6. Redwood 7. Sacramento 8. San Joaquin Delta 9. Santa Clara

Operations Training District Chart District Organization 53 >> See page of OTP Manual for District organization chart Past District Commander Planning Squadron Commanders District Chart very similar to Squadron Chart

Operations Training District Committees District departmental organization corresponds to that of squadrons Squadron chair reports to district chair & is a member of the district departmental committee District chair offers assistance to squadron chairs & keeps them informed of action taken by national committee District Organization 54 >>

Operations Training District Officers & Committees Standing Committees  Planning  Educational Fund  Budget & Finance  Law  Personnel General Committees  Auditing  Nominating  Rules Bridge Officers  Commander (D/C)  Executive (DXO)  Educational (DEO)  Administrative (DAO)  Secretary (DSecy)  Treasurer (DTreas) District Organization 55 >>

Operations Training 2 Types of District Meetings Council Meetings  Board of directors  relates to Squadron ExCom  Conducts business between Conferences District Organization 56 >> 1

Operations Training 2 Types of District Meetings District Conference  Membership meeting of the district  Voting members  Council members  Squadron delegates  all Past D/Cs  Two per year  Spring - elections & Change of Watch  Fall - budget & educational District Organization 57 >> 2

Operations Training 58 Sharing ideas Building Bridges Attending Seminars >> District Meetings District Organization

Operations Training Our District Flag District Organization Designed by D/Lt E J Dysart, JN With input from district council 59 >>

Operations Training USPS Headquarters Location: Raleigh, NC Functions and Facilities: Administrative Support Membership Records Computer and Printing facilities Storage Warehouse Chapman Library Conference Facilities National Organization 60 >> Not home of National Organization!

Operations Training National Organization In general, departments correspond to those of districts & squadrons Committees provide material needed by squadrons, to achieve committee goals District chairs act as communication conduits to/from National to /from Squadron National Organization 61 >>

Operations Training National Chart National Organization 62 >>

Operations Training National Who’s on the Governing Board? Chief Commander, Vice Commanders, Rear Commanders, members of national general committees (C/C V/C R/C) District Commanders, District Educational Officers District Commanders, District Educational Officers Squadron Commanders (D/C DEO SCdr) Past Chief Commanders, Past Vice Commanders, Governing Board Members Emeritus (P/C/C P/V/C) Past Chief Commanders, Past Vice Commanders, Governing Board Members Emeritus (P/C/C P/V/C) Elected General Members (1 for each 600 members) Elected General Members (1 for each 600 members) Squadron delegates (1 for each 100 members) Squadron delegates (1 for each 100 members) Organization 63 >> Squadron members one and all !!

Operations Training Board of Directors  Relates to ExCom & District Council  Conducts business of USPS between GB Meetings National Organization 64 >> 2 Types of National Meetings 1

Operations Training Governing Board  Membership meeting of the USPS  Two per year  ‘Annual’ is elections & Change of Watch Held early in year (Jan - Feb)  ‘Regular’ is held midway between ‘Annuals’ National Organization 65 >> 2 Types of National Meetings 2

Operations Training How to Change USPS Organization 66 >> Changing USPS (policy, SOP, bylaw, etc.) by resolution Often proposed by a squadron Resolutions move through the district Conference, to the national executive officer (NXO), to the Governing Board (GB) for action

Operations Training Taking it to the GB TEAMTEAM 67 >> Organization Executive

Operations Training Opportunities for Participation 68 >> Review

Operations Training Committee Review External Activities are conducted by members of committees within the Executive Department. Committees responsible for internal activities are in the Administrative, Secretary’s and Treasurer’s Department 69 >> Review

Operations Training Committee Review Educational Department has organizational units known as committees & ?_ _ _ _ _ _ _ _ _? What officer rank are committee chairs & local board chairs ? _ _ _ _ _ _ _ ? Who appoints them ? _ _ _ _ _ _ _ _ ? Local Boards Commander 70 >> Lieutenant Review

Operations Training Lending a Hand Did you find any activities that interest you or in which you could use your knowledge and skills to lend a hand? 71 >> Review

Operations Training HANDOUT # 5 ED Courses, Seminars & Guides. Plan should include a schedule for taking the advanced grades & electives courses Which seminars will you take? Interested in Boat Operator Certification? 72 >> Develop your plan Review

Operations Training Summary Visual Intro to USPS and Its Educational Courses & Seminars History, Mission & Vision of USPS Membership & its Benefits Officers, Ranks, & Committees Merit Marks Organizational Structure of the 3 levels Squadron, District, National Opportunities for You to Participate & Learn Lesson 1 - Operations Training Program.

Operations Training Homework 74 >> Reading assignment Squadron Job Descriptions – on CD Operations Training Module I – on CD OM - Ops Manual (Chapters 5-7) – on CD Start developing your plan Courses & seminars you want to take Skills you have to offer

Operations Training Next Lesson Review  Educational Courses & Seminars  Leadership Training Module II  Staffing  Leadership  Scheduling  Case Study 75 >>