1. CG Auxiliary District 7 Flotilla Nuts and Bolts 2018
Karen L. Miller, ADSO-MT
Welcome to Nuts and Bolts workshop presentation for This is going to go into substantial detail on what you need to do as a Flotilla Commander. It isn’t designed to provide you with leadership lessons – it is meant to help the Flotilla Commander get all the major duties of the flotilla accomplished. The intention of this course is to let the Flotilla Commander lead by getting all the administrative “nuts and bolts” out of the way. We often spend so much time performing our administrative tasks that we don’t have time to act as leaders. .
Version 1 - Updated 13Jan18

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 Should you discover any out-of-date or inaccurate information, please forward this discovery to Karen L. Miller, ADSO-MT at
This presentation will have lots and lots of acronyms. We attempt to present them first as the full words, but if we fail, please make sure you are aware of the meaning of the acronym. The first one you will encounter is: ADSO-MT – which is Assistant District Staff Officer for Member Training.

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
Use agenda as a guide. Review regularly. File the attachments for review when required.
If the presenter takes the time to develop a detailed agenda for this training, a lot of the material referenced will serve as a guide for the attendees to keep and use for the rest of the year.

4. Let others know about your units and successes
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
Let others know about your units and successes
Review your staff reports and newsletters for accomplishments
Brief and concise (do not write novels)
When reports are prepared they should not include items regularly found in AUXDATA or AUXINFO. Those are readily accessible by all levels of leadership.

5. Reports SAR Narratives
Review with coxswains the suggestion for a SAR Narrative and its distribution
In addition to the standard reports, it is highly suggested that the division develop a program of having all SAR cases reported up the chain by the coxswain with a brief narrative and a listing of the crew involved in the SAR. Then, the FC can forward this to the DCDR who, in turn, can forward this to the DCAPT and ASC. If the PA officers are included, the SAR may become effective as the basis of an article for the local papers or even the Breeze. By including the DCAPT and ASC, this helps the SAR activity to be brought to the attention of the active duty command.

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 (
The 7025 is required every year and whenever the FC or FN turns over mid-year. A strict accounting of materials bought by the flotilla and lent to the flotilla is required. This includes: computers and PowerPoint projectors, survival suits, PFDs, etc.

7. Year-End Financials Form 7025
Filing date is no later than 01 March ( for the prior calendar year) unless notified of earlier date
Sign in BLUE ink and send scanned (in PDF format) original to DIRAUX via to:
Scan and copies to: DCDR, DSO-FN, DCAPT, and DCO
DIRAUX would prefer not to receive the 7025 in hard copy and have made arrangements to accept them via .

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
Often FCs are anxious to fill all the positions on the However, this is not necessarily the best procedure. Members need to be around a while to get familiar with the CG Auxiliary way of doing things. They also need to understand the Chain of Communications as well as the Chain of Leadership. The AUXMAN specifies that APs cannot hold staff offices. However, the Director of Auxiliary can grant waivers for both appointed and elected offices. Follow the chain through the DCDR and DCAPT to accomplish this.

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 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
Discontinued
Always check the HR corner on the D7 Website for the latest procedures
Sometimes members are disenrolled at the end of the year for failure to pay dues or even voluntarily and then change their minds. It used to be relatively easy to re-enroll the member. However, this changed in 2017 where the member has to complete an entirely new package, but should include their prior member number on the 7001.
The FC or FSO-FN needs to start reminding the members that dues are due no later than 30Sep. Certified letters and ANSC 7035s need to go out 01Oct to make sure disenrollment processes are enacted by 01Nov. Usually DIRAUX cuts off dis-enrollments by 15Dec.
However, follow the latest information that’s contained on the HR Corner of the D7 Webpage. See the next slide for current procedures.
NOTE: When processing disenrollments, make note of the member’s start date. If their start date is 15 years or more, the member is entitled to retirement status.

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 as disenrollment date – can’t be processed properly
USPS tracking of certified letter
Continued on to next slide

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 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
Always check the HR corner on the D7 Website for the latest procedures
When a member passes away it is important to pass the information up the chain. As a result of the proper notification of next of kin noted on the 7035, the District Commodore and the 7th District Director of Auxiliary send out letters to the next of kin expressing condolences.
At the same time the 7035 will serve to activate dis-enrollment procedures to remove the member from AUXDATA.
The purpose of sending a photo of the member to the DCDR is so the DCDR can forward it with the form and the picture will be included in the Crossing the Bar ceremony at the annual District Training Meeting. Similarly, the picture is used for the Crossing the Bar column in the D7 Connection, the newsletter of the HR Department.
If the member’s family requests Auxiliary assistance in consigning a member’s ashes to the sea, see the DCDR or even the SO-OP. There are specific procedures that need to be followed and paperwork completed.

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
Flotilla finances are potentially a problem if not handled correctly. One of the first things the FC needs to do is work with the FSO-FN and see where the prior year’s finances stand. The new FC needs to appoint an Audit Committee who should go through the flotilla’s books and either complete the 7025 for the prior year or review the data to ensure it is correct.
Based on the flotilla’s financial status, then a budget must be developed. This should include all planned income and expenses – dues, PE revenue, awards expenses, etc. The budget will make it easier to pay recurring expenses such as phone bills, hall rental, insurance (if necessary), etc.
From time-to-time it may be necessary to expend funds that haven’t been voted on prior by the membership. The FC has a small fund (detailed in the Standing Rules) to cover these expenditures and then they should be voted upon at the next meeting of the membership.
The Auxiliary has a Sales Tax exemption letter and form available for authorized purchases. It may never be used for personal purchases. That means it may not be used for purchases of equipment for facilities or for social occasions. There is an instruction from the DSO-LP available on use of the sales tax exemption certificate.

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
Since an online proctor can proctor any exam on line, the proctor must have successfully passed all of the courses that made up the original (legacy) AUXOP program (AUXSEA, AUXWEA, AUXCOM, AUXPAT, AUXNAV). Members who are AUXOP2 can proctor paper tests for those courses they have passed.
NOTE: A new policy has been implemented in District 7 for 2015 that eliminates paper tests except for AUXACN B and AUXSC&E. All other exams, open book and closed book (requiring a proctor) must be taken online via the NTC website.
District 7 policy is to limit a flotilla to two proctors when they have up to 70 members. Over 70 members entitles the flotilla to another proctor. In addition, the division is entitled to two additional proctors who are floaters and should be available to help members of any flotilla in the division.
If a flotilla desires an additional proctor, the FC needs to verify the member has the necessary qualifications. Then, the proctor request is requested via the D7 Help Desk.
Any member can verify their proctors by going to the NTC website, logging in and selecting the proctor tab.

15. Leadership Taking care of your people Avoid “woulda, coulda, shoulda”
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
This is leadership in 30 seconds. The really successful leaders in an organization of volunteers get to know their members. Know about their families (maybe prospect as a member?), what they like to do in their spare time and even their military history (if applicable)
A Flotilla Commander is the person who must maintain the standards of the Auxiliary. That means leading by example. However, if the FC must deal with a member concerning an issue, the FC should handle the issue in private. Conversely, if someone deserves praise, it should be done publically.
One of the negative characteristics that a FC may have is second guessing decisions. This leaves all concerned with not trusting the FC and will erode support rapidly.
The FC can’t do everything. That’s what the VFC and FSOs and even committees are for. The FC should not micro-manage their staff and members who have accepted assignments. Lay out clear instructions, goals, limits if applicable and then let them run with the project or assignment.
However, the “buck stops” with the FC. So audit the results, help the committee or the member get back on course if the project isn’t going the way anticipated.

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
As soon as assignments are made for staff, the FC and VFC (Chief of Staff) should be thinking of a succession plan. While unofficial, assigning members who are interested in working on staff as assistant staff officers gives them a great training ground and helps ease the work load for the FSO. Make sure the FSO and the assistant have a good understanding of their assignments.
The FC and VFC should be very familiar with how to do things. However rather than just providing answers to a member’s question, help them research the answer (usually in the AUXMAN), but guide to the right answer.
The FC and staff should become familiar with the current District 7 Operational Plan (found on the D7 Web Page) and should then develop their goals and objectives using the Plan as the basis of their plans. Use of Flotilla Action Plans is highly recommended.

17. Leadership Conflict Resolution Open Door Policy 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
Because we’re human and have differing opinions, sometime conflict become inevitable. As much as possible, control it during a flotilla meeting and invite the member/members to meet with the FC and VFC later to hash out the difficulty. Conflicts and squabbles in meetings will begin the downfall of a flotilla. This will devolve into cliques, open disagreements, disrespect, turned off members, discouraged recruits, and disenrollments.
The FC and VFC should have an open door policy that encourages productive discussions, not unproductive gripe sessions. If you’re on the right track with this policy, your discussions with members cover a specific issue, they are focused on a solution (not the complaint) and they plan for the future, not harping on the past. If a session becomes whiney, has members squabbling or sniping at each other, take charge and remind them of the guidelines. This should help everyone re-focus on the issue.
DIRAUX has an open door policy with specific customer service guidelines as well. Look at the D7 Help Desk for these policies in the knowledgebase. Flotilla Commanders and Division Commanders must use the D7 Help Desk and are not permitted direct access to the Director nor her staff.
Please take the Coast Guard Open Door policy with a grain of salt. The CO/OINC will often say that at a meeting, but always follow protocol – usually through the AUC or DCDR.

18. Leadership
The Flotilla Commander is elected and that’s where his/her authority ends. They can’t give members orders – they need to be persuaded. This slide says it pretty well when we are asked to define the difference of the Auxiliary from experiences we may have had in the business world.

19. Leadership
This is really about leadership. Leaders understand, often innately, what it takes to inspire action. 'Inspired action' is a much different animal than 'top down directed action'. Inspired people will walk through fire to achieve their goal. Directed people are in it for the paycheck. It was the difference between the Roman legions and mercenary adversaries. Caesar never told his men to cross the Rubicon with him and march on to Rome. He asked them to follow him. The Roman Thirteenth Legion said “Hell, Yeah!” and the rest, literally, is history. It is why so many organizations these days are focused on finding their true purpose. Purpose allows for inspired action with amazing results.

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
There seems to be a lot of misunderstanding about members in AP status. According to the AUXMAN, they can wear and should be encouraged to wear the uniform. Their mentor may need to help them put together a uniform correctly. Guidance should be provided whether it’s the ODU or Tropical Blue – depending on flotilla standards. Under the new provisional member program, they cannot wear a uniform for the first 90 days. Then, if the member completes the requirements of the Form 7068, the FC signs the form and submits it via the D7 Help Desk. Assuming they have completed the Mandated Training and other requirements, they can wear a uniform and should receive an ID card as a provisional member – good for one year or when they are successful at SECCEN and are certified as IQ, BQ or AX. At that point they get the five year ID card.
They should be sworn in at a flotilla meeting when the package comes from DIRAUX. So, until they have an ID card, if meetings or other activities take place at a CG Station, a member with an ID cards will need to accompany the AP member.
For purposes of voting and paying dues, AP members are full fledged members.
See next slide for more info on AP members.

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
AP members must have a boating course on their record to become certified in any authorized Auxiliary program. At least one division in the district has a policy of requiring a member complete the ABS course or equivalent prior to sending in their 7001 Application. This way there is never any doubt of the member meeting the boating course requirement (that gives them the BQ status once they receive a FAV from SECCEN.)
Once a member is AP and has a boating course on their record, they can be certified in almost all programs (i.e., VE, PV, FS, TCO, Boat Crew, IT, etc.) with the exception of the Air Program and as a coxswain or PWC Operator, Fingerprint Technician and Interpreter. There may even be waivers available for coxswain to attain an interim certification.
However, there are certain restrictions on an AP member. They cannot be an appointed staff officer nor an elected officer. Some of these restrictions can be waived by the DCO and DIRAUX if justified.
Because of the rather long time frame from application to FAV from SECCEN, the new AP member must be encouraged and nurtured. Get them involved in the flotilla missions, assign them a mentor, and recognize them at meetings.

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)
Always check the HR corner on the D7 Website for the latest procedures
All new member packages must be routed through the Director’s Division Security Liaison (DDSL). They have the latest information on what’s required and the expertise to make sure the submission is 100%. If items are missing or the ink color is wrong or the fingerprints are unacceptable, catching them at the DDSL level will save a lot of time and expense – especially time. Remember, don’t blame the messenger (the DDSL) is s/he finds errors or policies change.
As mentioned earlier in this presentation, a member in AP status can do most everything and can get certified in most everything, but they must have a boating course in their record – this goes for VE, PV, IT, boat crew training, even TCT! So, as a best practice, hold up the application until the member has successfully completed a course and include that information in the application package.
A lot of questions concerning new member packages can be found in the D7 Help Desk and on the D7 Website in the HR Corner. If the information being researched is not available in those sites or the AUXMAN, query the FSO-HR who will get the answer.
Certain programs require a DO clearance for participation. These include AUX Air and Coast Guard Radio Watchstander. Once a member has received a FAV determination from SECCEN, they can apply for the required DO. This needs to be coordinated with the Air Station or Boat Station and the DDSL.

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
Commanders and staff officers need to frequently think back to their experiences when they first joined. Then, using the positives from that experience, build on those to welcome new members into the flotilla. Similarly, use the negative experiences to make sure those don’t happen to the new members in the flotilla.
Some sure fire ways to welcome the new member into the “fold” and to help them become successful and productive members is to consider establishing a mentor program. The D7 Website, HR Corner, has a lot of good information on a mentor program. While it may be difficult to find good mentors, it’s still very important that mentors be chosen who have knowledge of the policies and procedures of the Auxiliary and are willing to share and work with a mentee. Flexibility and adaptability of the mentor is one of the primary characteristics to look for after knowledge and willingness.
Another technique that works well is to assign the new member a Point of Contact and then have them mentor under the different department heads – this way they can see which missions appeal to them and work with the “experts”
One flotilla uses “office hours” once a month where members can come in and ask questions, take tests, etc.
As mentioned earlier, also consider making new members Assistant staff officers (no stripes, no swearing in). This relieves the burden on the staff officer, trains the new member for a succession plan and places some responsibility on the new member.

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
New member responsibility is a great assignment for the Flotilla Vice Commander. Since they’re chief of staff, they should have a good handle on the FSOs and their capabilities. They can also help work with the FSO-MT to start the new member on a training program that will make them productive and fulfill the missions that the flotilla plans to concentrate on.
Periodic new member orientation sessions can be very useful for incorporating the new member into the flotilla. This can be under the auspices of the FSO-MT or FSO-HR or a combination of several staff officers and the elected bridge.
Again, check out the HR Corner on the D7 Website.

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
Recruiting new members is essential for both the growth and sustainment of the flotilla. However, recruiting anyone who can fog a mirror will not help a flotilla. Targeted recruiting is a great way to gain new members. That means looking for potential members who fill a need in a flotilla.
On the other hand, the e-responder program often gives the flotilla a lead on an interested recruit.
Another important aspect of successful recruiting is diversity. This encompasses: gender, race, religion, ethnicity, age, life’s work, background, etc.
A realistic view of membership in the Auxiliary must be conveyed to a prospective member. There is the cost factor: annual dues, uniforms, travel.
Then, the member needs to have time to participate in the flotilla’s missions and attend meetings. “Deadwood” hurts everyone – both the member and the flotilla in everything from meeting quorums, looking at available personnel for a mission, calculating award eligibility, etc.
It’s important that geographical considerations be looked at and discussed with a recruit. While they may be enthusiastic out joining a specific flotilla, if there is inordinate distances to travel from home or work to attend meetings, to get to boat ramps, to arrive at classrooms, etc. that enthusiasm can easily wane.

26. Recruit / Retain Again, mentoring is key to retention Alphabet Soup
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
Recruiting a member is only half the equation, we need to keep the member. Mentoring, previously mentioned is still a proven way to incorporate the member into the flotilla. Making a big deal of the new member by introducing them at flotilla meetings and asking them why they are attending and considering joining is a good introduction to the members.
One division came up with what they call “alphabet soup”. Essentially, they meet with a new prospect and discuss all them benefits, expectations and requirements of membership in the USCG Auxiliary. But, they don’t give the recruit any paperwork – especially no application – and has them go home and think about membership and encourages them to attend at least one flotilla meeting – that’s the TTT – Time to Think.
After that, if the prospect is still interested, it’s time to do the paperwork, get them fingerprinted and take their photo (red background, light blue shirt and “squared off”).
Then, once the member gets an AUXDATA number (now in ’s), it’s time to go into the MMM mode – assign a mentor, get the member involved in training for missions and supply the materials necessary for success.
The best way to measure that success is to see the submission of IS forms. This includes recording of their “99” hours – especially class/training, mission activity for missions in which they are participating (even as trainee), the number VSCs or Program Partner Visits, etc. It’s important that the mentor or FSO-HR or FSO-IS show the member how to complete the forms and encourage them to do so.
See the next slide concerning awards.

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
Since we never receive pay for our work and “atta boys” are often our only remuneration, the FC should consider various programs that can reward/award members for their participation or outstanding activity.
Very often designing a certificate of appreciation that’s presented with a lot of hoopla at a flotilla meeting can go a long way to making a member feel appreciated.
One possibility is the Shipmate of the Month. One flotilla uses this informal recognition to acknowledge members who don’t normally receive formal awards. So, it’s usually not the elected or appointed staff. Instead it’s the member who always is willing to sign up to staff a PA booth, or the one who reliably sets up the coffee and refreshments for meetings, the member who doesn’t mind cleaning up the storeroom to rid it of outdated items and order new items.
It’s important that members know what they accomplished for the year. So, the FC should make sure that the Year-end annual letters/report be sent out to the members. Usually the FSO-IS will generate these after AUXDATA is closed out for the prior year.
Beginning in June of 2015, District 7 started an award writing service. See the D7 Website for more details.

28. Claims Facility Damage Travel
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
It’s unfortunate, but mishaps happen. Sometimes a facility is damaged and sometimes a member is injured while under orders. Whenever this occurs while on patrol, it must be reported immediately to the Order Issuing Authority. They in turn will make sure there is an entry in the smooth log. Then, the FC and DCDR must be informed as well as the Auxiliary Unit Coordinator (if there is one). The DCDR will advise DIRAUX and/or the Operations Training Officer. The OIA will make sure the Sector has the information too.
It’s important that the facility owner not undertake any repairs until investigated by their CG Station/OIA. The OIA will advise the owner about the proper procedures and the forms to use.
There are certain activities available to Auxiliarists which will reimburse the member for travel and lodging and even per diem charges. Some of these are: “C” schools, D7 Training Meeting instructor, and other authorized activities.
The travel orders are very specific and have excellent instructions for completion and submission. However, if an inordinate amount of time has passed and the member has not been reimbursed for expenses, queries can be entered through the D7 Help Desk.

29. Limited $$$ Available C-School Use STTR form 7059 on District 7 site
Follow instructions:
First name, not initials
address and physical home address in block 22
Travel is geographically restricted. If course is local or on east coast, member will not be approved for west coast course
Member completes the form, Flotilla Commander endorses and forwards to DCDR for submission via D7 Help Desk.
Limited $$$ Available
There is some amount of money available for “C” Schools, however it is limited. The available courses, locations and the restrictions are noted on the national Auxiliary website under Training.
Members applying for “C” Schools must use the Short Term Resident Training Request form 7059 from the District 7 website. There are detailed instructions on how to complete the form, but there are specific items that must be noted: Make sure the member’s first name is used, not just their initials. Block 22 must include the member’s address as well as physical home address.
Because of economics, members who want a “C” School need to select the closest course if there are numerous locations. Someone in 7th District usually will not be approved for a course in California if there is a closer course.
Once the member completes the form, it is forwarded to the FC. If the FC approves it, s/he endorses it and scans the signed form as a PDF and sends it off to the DCDR for endorsement and submission via the D7 Help Desk.

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)
Every elected officer should have a copy of the signed flotilla’s standing rules. They should be included in the “Commander’s Box” along with other important items (like the pledges to be administered to new members and officers). The Standing Rules are standardized throughout the nation and can only be modified via the appendix.
Some of the items that should be included in the Appendix are:
Dues amount (need to be voted upon by the members)
Awards criteria
Unit facility “rules”
Meeting location
The Standing Rules or the Appendix cannot conflict with the AUXMAN

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
The D7 Help Desk knowledgebase has facility offer for use checklists (recently updated) that cover almost every item on the This was developed after years of erroneous submissions caused inordinate delays and complaints from members.
In 2013 it was decided that the FC no longer had to sign the form since it was apparent that the FC was signing without checking the information. So, this just caused a longer delay. However, an FC can always establish that as a procedure for their flotilla.
There are two best practices to consider for facilities:
Some divisions assign one person (usually the SO-VE) to complete all facilities so the same standards are applied to all facilities to make sure they’re in tip-top operating order with all of the required equipment.
Some divisions assign one person who is very detailed oriented and very familiar with the requirements for facility inspections and have that person vet each form prior to submission to DIRAUX via the 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 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
With either of the best practices, once that person is confident the paperwork is correct, the form is scanned along with the additional paperwork that may be required (i.e., registration, documentation, multiple user form, picture, etc.) and submitted to the D7 Help Desk.
DIRAUX or one of the Director’s Administrative Assistants (DAAs) usually enters the facility info into AUXDATA and then it is electronically signed and attached to the return from DIRAUX to the submitter.
District 7 implemented a new facility rule in 2013: if the facility hasn’t been underway for a year it will not be accepted for entry into AUXDATA unless there is a valid reason for the lack of use.

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
National Safe Boating Week is one of the most important Recreational Boating Safety events in which the Auxiliary participates. A successful NSBW requires lots of planning and the beginning of the year is ideal to start working on them.
The first step is to appoint a POC. This person should be organized, willing to respond to requests for activity reports, capable of working with the members to “go all out” for this week. Appointing a committee helps spread the burden of the planning.
The division will appoint a NSBW chair (often the SO-PA, but not necessarily). The district will also appoint a NSBW chair who will send periodic s with information and requests.

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
The Coast Guard Auxiliary is a uniformed service. As a result it’s up to the FC to determine the proper uniform for flotilla meetings and events. Most flotillas and divisions are accepting both ODUs or Tropical Blue.
Remember, the most proper uniform for PA events is ODUs.
Another best practice is appoint a uniform officer. This person is charged with privately, personally counsel members about their uniforms. The uniform officer, an informal position, is one who understands the proper uniform, knows the appropriate accoutrements, and helps members wear the their uniforms and to wear them properly.
One of the most effective ways to demonstrate the proper uniform is to have a “uniform show”. Have certain members wear a completely correct uniform and have another member wear the uniform completely inappropriately. Then, have the rest of the members find all the things wrong.
The over arching duty is for you to lead by example. Wear a uniform when appropriate, wear it properly and help the other members comply.

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 days prior to desired award date
Consider the D7 Award Writing Team
Any member can write and recommend another member for an award. The District 7 website has examples and the proper form to use. The AUXMAN also lists each award and describes the award criteria.
All awards in District 7 are actually generated by the local sector. However, the member generates the award and the Coast Guard Award Recommendation form, the The FC reviews it, endorses it and forwards it via to the DCDR who, in turn, forwards it to the DCAPT except the ACLOC and MTC which bypass the DCAPT and go directly to the DCO from the DCDR.
District 7 uses the services of a District Awards Coordinator (DAC) who reviews all awards and may modify the award to make sure it has a reasonable chance of being presented. Once the reviewer completes the review, the form is forwarded to the DCO.
Once the DCO endorses the award, the DAC gets it back and submits it to sector.
This whole process can take awhile, so awards need to be submitted early – at least days prior to the desired date. This becomes especially critical for awards to be presented at a Change of Watch since so many are requested at that time of year.
If you’re intimidated by award writing, consider using the services of 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
The make sure a flotilla meeting runs smoothly and all items that need to be handled are not omitted, it’s important that the FC prepare an agenda for each meeting.
A detailed agenda will also give the FSO-SR a basis for the meeting minutes.
Often there are two agendas: one with all the details for the FC and VFC and a more general one for the members.
The Flotilla Procedures Manual has examples of a meeting agenda. There’s a new Flotilla Procedures Manual being approved for 2018 or maybe 2019.
As an aside:
Commanders may want to consider implementing a “Lingo Loot” jar to help cut down on the use of acronyms. The CG Auxiliary is rife with acronyms and material covered in the meeting can be practically gobbledygook to new members and even seasoned members. The Lingo Loot job requires a staff officer or elected officer to submit $.25 to the jar every time they use an acronym without first using the full words and explaining what they mean. This is a good way to get all the members aware of the misuse and overuse of acronyms.

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 use Everbridge in lieu of calling trees or in addition to calling trees.
Heavy weather – tropical storms and hurricanes – are a very real threat to the members of District 7. After the unfortunate events of Hurricane Katrina the Commandant of the CG determined that they spent an inordinate amount of time accounting for not only their own members, but those in the CG Auxiliary. As a result, accountability procedures are now required out of each district and sector.
It is expected that each flotilla will develop a heavy weather plan and submit it up the chain.
Then, usually in May, prior to hurricane season (June 1 through November 30) the sector will conduct a drill. At that time the flotilla will be required to contact all their members, determine who will be local during the season and note the members out of area contacts. This is often accomplished by calling trees.
As an alternative, the Division Commander may use Everbridge either in lieu of calling trees or as a supplement to the calling trees. It is a mass notification system available to the Auxiliary and can virtually replace calling trees. Division Commanders and others have access to Everbridge. It is usually not deployed at the flotilla level.

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
The District 7 Help Desk is the authorized vehicle for getting most things done administratively.
In addition to the items in the drop down box, the help desk has a large knowledgebase that answers so many of the questions that an FC must deal with.
There’s a Director’s Instruction area, a more informal area called the Director’s Tool Box and access various areas of responsibility.
Don’t confuse the District 7 Help Desk with the National Help Desk. Most items we deal with are in the District 7 Help Desk.

40. District 7 Help Desk Knowledge Base

41. Chain of Leadership and Management
Parallel staffing – role of SO, ADSO 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
The Auxiliary runs on two parallel paths: the chain of leadership up and down the elected side and parallel staffing up and down the appointed side.
The FSO reports to two members: the flotilla vice commander and the division staff officer up the chain. Then, the division staff officer, SO, reports to the ADSO or DSO.
Whenever an FSO corresponds up the chain, they should always copy their VFC. Similarly, the SO, when corresponding down the chain, should copy the VCDR and VFC of the FSO’s flotilla.
It’s important to remember that the staff doesn’t make policy – that’s the purview of the Coast Guard, National, DIRAUX and District 7 EXCOM. Elected officers, within the bounds of the AUXMAN and the flotillas standing rules are responsible for implementing the policies.
Remember, the proverbial buck stops with the FC. The FC is responsible for the management and leadership of the flotilla. But, the FC must realize they are working with volunteers and leading volunteers is different than a business or military organization. Auxiliary leaders must convince and motivate rather than direct or order.

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
Despite the desires of a member who may want to escalate an issue, it is incumbent upon the FC to try to solve the problem at the flotilla level. Significant sections of the AUXMAN address the various levels of discipline that may be necessary. That is addressed a little further along in this presentation.
However, if the FC is unable to solve the problem or it’s starting to “blow up”, make sure to give the DCDR a heads up. No one likes to be blindsided. However, when passing the information up the chain, make sure to include all the facts. It’s better to present a solution rather than just throwing it all out there for someone else to solve.
It’s extremely important to make sure that members don’t literally interpret an “open door policy” with the CG as allowing them free access. All communications with the local station should be through the AUC if there is one appointed, then the Division Commander, Division Vice Commander and the Division Operations Officer 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”
The Station, Sector and Air Stations usually all have their AUCs or ASCs for communications up and down the chain.
Again, it’s extremely important to make sure that members don’t literally interpret an “open door policy” with the CG as allowing them free access. All communications with the local station should be through the AUC if there is one appointed, then the Division Commander, Division Vice Commander and the Division Operations Officer for Operations items.

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
Prior to attempting to discipline a member, make sure to read Chapter Three of the AUXMAN. It covers all levels of discipline from informal counseling to total disenrollment.
However, the flotilla level is limited to informal counseling, formal counseling and a letter of caution.
Of course, the DCDR should be informed of any issues requiring discipline above the counseling level.
Then, if the FC is unable to resolve the issue, escalate it to the DCDR.

45. Miscellaneous D7 Help Desk Features Team Coordination Training
General Mandated Training
ICS Courses
FEDEX Print Program
The miscellaneous items in this slide or the following ones are presented in no particular order
The FC needs to be thoroughly familiar with the D7 Help Desk since this is the gateway for almost all Auxiliary administrative functions
Many of the missions within the Auxiliary require Team Coordination Training (TCT). All boat crewmembers, interpreters, AUXFS members, QEs must have four-hour TCT every five years (or sometimes every two years). This is supplemented by a mandatory one–hour TCT refresher in the intervening years.
All members are required to complete the GMT courses, available at the LMS site or by in-person presentation. These courses need to be completed within one calendar year of new membership (i.e., join in 2017 and complete the courses by December 31, 2018).
While the ICS courses are required for several mission specialties, ICS 100 and 700 are now part of the GMT.
District 7 has developed a relationship with FEDEX (originally Kinko) where they have a catalog of manuals and forms that will print at a substantially reduced price. Since more and more manuals are no longer available in print form from ANSC, this program makes it affordable to print manuals. The Director’s Toolbox on the FEDEX program is available on the D7 Help Desk and instructions are also on the D7 Website.

46. Miscellaneous
Make sure you have access to the following sites and use them frequently.
AUXINFO (
AUX Directory / AUX Officer (
Develop a Division/Flotilla Calendar and share with members
AUXINFO is a very useful tool and AUXINFO reports are easily accessed for each division via the D7 Website. Here all information about hours, VSCs, PVs, awards, training, etc. are easily drilled down to and saved into Excel or even printed. AUXINFO is not password protected since there is no PII (Personal Identifiable Information)
The AUX Directory /AUX Officer is accessed via the National Auxiliary site and requires a logon and password. It includes all kinds of information for the member to use for different positions. You can generate mailing lists, look up spouses, determine scores of online tests, etc.
The division and flotilla should develop a calendar, including classes, meetings, holidays, events, change of watch, awards ceremonies, etc. and share with the members and update as appropriate. This lets everyone plan their schedules weeks, months and even a year ahead of time.

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
The FSO-SR and/or the SO-SR should develop a division and flotilla roster of all officers so everyone knows who reports to whom and how to contact them. However, it’s important that members be advised that the list contains PII and the information does not necessarily give them carte blanche to contact someone outside their immediate chain.
The contents and format of the flotilla’s newsletter are the responsibility of the FC. S/he should read the publication before it is distributed to the membership and outside readers.

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
The Public Education program has a great resource in PE Plus. The software program keeps track of registrations, prints certificates, provides 7030’s for instructors and aides and even prepares the information for transmission to the local boating certification agency – i.e., FWC in Florida.
ANSC provides blank Appointment and Appreciation certificates for issuance at the Change of Watch. To make sure there’s enough time to complete them, order them early. An FC doesn’t have to use the formal, ANSC certificates – they can design their own.
To answer the question once and for all – the garrison cap is carried on the right side of the belt of the Tropical Blue uniform with the Auxiliary emblem on the outside since the shoulder boards of the uniform already show the position the member holds.
When wearing a Tilley Hat on patrol or doing VSCs, there is no insignia placed on the hat. The Auxiliary ball cap always requires an insignia – either the office held or the Auxiliary member device.

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 addresses
We are in the cyber age and often use as our primary means of communications. For the members and elected officers and appointed staff there are some standard rules that should be established:
If you are on the to line, acknowledge receipt of the promptly
Use the reply all response very rarely, if at all
Check s frequently – twice a day at least, if possible
The staff should provide the same type of vigilance
Be careful with PII – especially phone numbers and addresses

50. Miscellaneous There are NO leading zeros in flotilla numbers
It is 12-7, not 12-07
Exception: The use of 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)
One of the most common errors is the incorrect designation of flotillas. Except for AUXDATA and AUXDIRECTORY which use the format of district – division – flotilla with always 7 digits, when referring to a flotilla there is never a leading zero and we don’t use the district designation either.
If you see 081 as the district this refers to District 8 Coastal vis-s-vis District 8 Western 085. The way to differentiate it is:
01 = Coastal, 02 = East, 03 = North, 04 = South and 05 = West
When publishing a newsletter, it’s important to use the proper format for names and titles. All members, except for Commodore and above, have the title AFTER their name.

51. Miscellaneous
Know how to do a return address on a mail label and teach your members
ANSC Mailer 3036
One of the most common errors seen is the improper return address on an envelope of official mail. The member’s name NEVER should appear on the return address. It should contain only the office and address.
If a member who doesn’t have a title or office is sending official mail, that member should indicate FC as the title. Never use a name.
Also – watch $.01 stamps vis-à-vis $1.00 stamp!
Note: no name on the return address - never

52. Items to Have on Hand Auxiliary Manual (M16790.1G)
Flotilla Procedures Manual (M ) – new one coming out soon
Claims Manual (M )
Flotilla Standing Rules
Robert’s Rules of Order
Division Standing Rules

53. Web Sites http://www.cgaux.org - National Auxiliary Web Site
- AUXDATA
- District 7 Web Site
- Divisions and Flotillas - last item on menu
- Division AUXINFO Quick Access Pages

54. Web Sites http://d7help.cgaux.org/ - District 7 Help Desk
- CG Aux Directory
FEDEX Manual Printing Program
(uscgaux/uscgaux1!)
My.CGAux.org – New CG Auxiliary Blog/Info site
For FedEx Printing Program: username is uscgaux and the password is uscgaux1! with both the 1 and the exclamation point.

55. Web Sites http://www.uscga-district-7.org/whatsnew.html
- District 7 What’s New
- District 7 Operational Plan
– District 7 Awards Program
- District 7 Awards Page
When accessing the Operational Plan, you may receive a warning about virus and a question, “Would you like to open the file?”
Click OK to open the .pdf

56. Nuts and Bolts
Questions?
Questions