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FLOTILLA MEETING TRAININGFLOTILLA MEETING TRAINING

DEVELOPMENT OF A CORE DEVELOPMENT OF A CORE FOR A VIBRANT FLOTILLAFOR A VIBRANT FLOTILLA

Robert E. Holm, DSO-MTRobert E. Holm, DSO-MT

District 11SRDistrict 11SR

Presented at D11sr 2013 DTRAIN (modified)

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Coast Guard Auxiliary Coast Guard Auxiliary PrioritiesPriorities

In Admiral Papp’s 2012 Policy Statement about the In Admiral Papp’s 2012 Policy Statement about the CGAUX he said the Auxiliary Service priorities CGAUX he said the Auxiliary Service priorities include:include:

Promoting and Improving Promoting and Improving Recreational Boating SafetyRecreational Boating Safety

Providing Crews and Facilities to augment the CGProviding Crews and Facilities to augment the CG Supporting CG operational, administrative and Supporting CG operational, administrative and

logistical requirementslogistical requirements

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Synergistic ProgramsSynergistic Programs

There are many valuable programs that members may There are many valuable programs that members may be interested in through the Auxiliarybe interested in through the Auxiliary

There are a few that are particularly synergistic with There are a few that are particularly synergistic with regard to supporting the flotilla (new members & regard to supporting the flotilla (new members & revenue ) while also supporting the CG’s priorities: revenue ) while also supporting the CG’s priorities:

Public Education (PE), Public Education (PE), Vessel Exams (VE), Vessel Exams (VE), Public Affairs Outreach, and Public Affairs Outreach, and Program Visits (PV)Program Visits (PV)

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What Type of Core Program Satisfies What Type of Core Program Satisfies the Needs of the Coast Guard and the the Needs of the Coast Guard and the

FlotillaFlotilla

Public Education Courses to the Greatest Number of PeoplePublic Education Courses to the Greatest Number of People Supported by Public Affairs Outreach and PromotionSupported by Public Affairs Outreach and Promotion Supported by Program Visitors Getting the Word outSupported by Program Visitors Getting the Word out Supported by Vessel Examiners Getting the Word OutSupported by Vessel Examiners Getting the Word Out Primary Source of Revenue to support programsPrimary Source of Revenue to support programs Best Source of New MembersBest Source of New Members

Courtesy Vessel Exams to the Greatest Number of BoatersCourtesy Vessel Exams to the Greatest Number of Boaters Widest Reach of the Boating PublicWidest Reach of the Boating Public Opportunity to Promote Public Education ClassesOpportunity to Promote Public Education Classes Opportunity to Promote Membership in the CGAUXOpportunity to Promote Membership in the CGAUX

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Member Training to get Members CertifiedMember Training to get Members Certified Flotilla Meeting Training to Recruit Members into Flotilla Meeting Training to Recruit Members into

specific programs e.g. PE, VEspecific programs e.g. PE, VE Certification Classes to Qualify MembersCertification Classes to Qualify Members Mentors to help new members get establishedMentors to help new members get established

Support Other Valuable Programs Support Other Valuable Programs Once the Core is Once the Core is EstablishedEstablished

Operations e.g. Boat Crew, Marine SafetyOperations e.g. Boat Crew, Marine Safety Direct CG Augmentation (depends on location)Direct CG Augmentation (depends on location)

What Type of Core Program Satisfies What Type of Core Program Satisfies the Needs of the Coast Guard and of the Needs of the Coast Guard and of

the Flotillathe Flotilla

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Key Elements for a Strong FlotillaKey Elements for a Strong FlotillaNew MembersNew Members

New Members are the lifeblood of a flotillaNew Members are the lifeblood of a flotilla They bring new capabilities and replace members They bring new capabilities and replace members

who have leftwho have left They add energy to the group and are anxious to They add energy to the group and are anxious to

try new thingstry new things They add resources needed to staff several They add resources needed to staff several

different programs within the flotilladifferent programs within the flotilla They provide resources with varied schedules so They provide resources with varied schedules so

staffing is not dependent on just a few people’s staffing is not dependent on just a few people’s schedulesschedules

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Key Elements for a Strong FlotillaKey Elements for a Strong FlotillaNew MembersNew Members

Have a Flotilla goal to recruit at least 10% new membersHave a Flotilla goal to recruit at least 10% new members Set up VSC (VE) Set up VSC (VE) teamsteams at the boat ramps: at the boat ramps:

2 + vessel examiners2 + vessel examiners 1 + experienced members (do not need certification) to 1 + experienced members (do not need certification) to

man a table with literature and membership discussionman a table with literature and membership discussion VE’s refer boaters to table for information about boating VE’s refer boaters to table for information about boating

safety classes, flotilla meeting schedules, membership safety classes, flotilla meeting schedules, membership (or do it themselves)(or do it themselves)

Public Affairs Outreach boothsPublic Affairs Outreach booths Besides “join the auxiliary” brochures, have handouts Besides “join the auxiliary” brochures, have handouts

with class, flotilla meeting, other event schedules. Get with class, flotilla meeting, other event schedules. Get their contact information. Follow up.their contact information. Follow up.

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Key Elements for a Strong FlotillaKey Elements for a Strong FlotillaNew MembersNew Members

At Flotilla Meetings, have designated members as At Flotilla Meetings, have designated members as the greeting team and assign one member to each the greeting team and assign one member to each candidate during the meeting and as a contact candidate during the meeting and as a contact afterwardsafterwards

At Public Education Classes, have a short ppt At Public Education Classes, have a short ppt presentation (include video if available) in the presentation (include video if available) in the middle of the class (during a break) about middle of the class (during a break) about membership in the CGAUX. Have membership membership in the CGAUX. Have membership packets available. Provide a member contact.packets available. Provide a member contact.

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Leadership:Leadership:Getting Members On-BoardGetting Members On-Board

• The Flotilla needs:The Flotilla needs:• GoalsGoals to fire the members imaginations to fire the members imaginations• SchedulesSchedules get their time allocated (annual get their time allocated (annual

calendar)calendar)• TrainingTraining to make them qualified (IT, VE, PV, to make them qualified (IT, VE, PV,

PA)PA)• Team leaders Team leaders to organize efforts (usually the to organize efforts (usually the

FSOs)FSOs)• The FC and/or the FSOs must RECRUIT members The FC and/or the FSOs must RECRUIT members

to fill key positions. This is being pro-active. Don’t to fill key positions. This is being pro-active. Don’t wait until a member asks to be involved – that wait until a member asks to be involved – that may never happen.may never happen.

• Goals can include not only how many PE classes Goals can include not only how many PE classes or Vessel Exams but also:or Vessel Exams but also:• Recruiting New MembersRecruiting New Members• New Qualifications e.g. more IT’s, PV’s, VE’sNew Qualifications e.g. more IT’s, PV’s, VE’s• Infrastructure e.g. computers, projectors, Infrastructure e.g. computers, projectors,

boothsbooths

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Recruiting Members to Projects WithRecruiting Members to Projects With

Flotilla Meeting Training (FMT)Flotilla Meeting Training (FMT)

• Flotilla Meeting Training should be a big part of the Flotilla Meeting Training should be a big part of the recruiting effort and always part of your meeting.recruiting effort and always part of your meeting.

• In 2Q’2013 the Member Training Compendium will In 2Q’2013 the Member Training Compendium will have FMT power points available for downloading – have FMT power points available for downloading – they are being developed and will be posted they are being developed and will be posted throughout the yearthroughout the year

Leadership:Leadership:Getting Members On-BoardGetting Members On-Board

MEMBER TRAINING: AUXOP, CERTIFICATIONS, WORKSHOPS, MANDATED TRAINING, PUBLIC EDUCATIONClick on active links (Li) to transfer to website. Links are defined at bottom. Notes are in italics by Robert E. Holm, DSO-MT 114-07-04

SUBJECT COURSE TITLE Discipline CREDITS NOTES PRE-REQUISITES MANUAL EXAM PQS PPT

CERTIFICATION Coast Guard Auxiliary On-Line Classroom http://classroom.cgaux.org/moodle/ "New NTC" http://ntc.cgaux.org/ IT Instructor RBS L12 L2 xxx noneVE vessel examiner RBS L25 L2 xxx nonePV RBS boating safety Program Visitor RBS L5 L2 xxx none

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Leadership:Leadership:Getting Members On-BoardGetting Members On-Board

SUBJECT COURSE TITLE Discipline NOTES ISSUED PPT MATERIAL

FLOTILLA MEETING TRAINING PPTS NOTE: THESE ARE NOT WORKSHOPS OR AIMED AT CERTIFICATION OR PUBLIC EDUCATION. THESE POWERPOINTS ARE ONLY FOR FLOTILLA MEETING TRAININGNOTE: APPROVED MT CERTIFICATION COURSES OR PE COURSES ARE FOUND AT THE LINKS LISTED ABOVE. THEY ARE THE ONLY OFFICIAL NATIONAL CGAUX COURSESNOTE: ALL THESE FLOTILLA MEETING TRAINING POWER POINTS ARE STORED ON THE DISTRICT 11SR WEBSITE AND ARE SUBJECT TO CHANGE BY THE DISTRICT

SIC SUDDENLY IN COMMAND - FLOTILLA MEETING ONLYPE x available at linkBOUANCY WHAT KEEPS THE BOAT UPRIGHT ON THE WATER OPS x available at linkMT MT HOW TO FIND WHAT YOU NEED MT x available at linkPE WKSP HOW TO RUN A PUBLIC EDUCATION CLASS PE x available at linkCOX/OWNERS WHAT COXSWAINS/OWNERS SHOULD KNOW OPS x available at linkPATROLS RADIO PROCEDURES FOR BOAT PATROLS OPS x available at linkAUXOP THE NEW AUXOP - PATHS & REQ'S MT x available at link

VE WKSP PRIMER ON VE WKSP VE in developmentOP WKSP PRIMER ON OP WKSP OPS in developmentDIVERSITY HOW TO GET CERTIFIED - NACO 3 STAR AWARD DIV x in developmentCREW SCHOOL HOW TO RUN A CREW SCHOOL OPS x in developmentPV WKSP PRIMER ON PV WKSP PV x in developmentPREPARE PERSONAL DISASTER PREPAREDNESS x in developmentNS WKSP PRIMER ON PATON VERIFICATION NS in developmentCOMMS PRIMER ON COMMUNICATION OPERATIONS OPS x in developmentDART DISASTER ACTION RESPONSE TEAMS OPS x in developmentAWW AMERICAN WATERWAY WATCH MS in developmentICS WHY WE USE INCIDENT COMMAND SYSTEM ICS in developmentAUXCHEF BE A CHEF FOR THE COAST GUARD (AUX) in developmentNAVIGATION OPS x in developmentKNOTS KNOTS AND LINES (MARLINSPIKE) OPS x in development

SUBJECT COURSE TITLE Discipline NOTES PPT MATERIAL

Page 3 of the MT Compenium

The “FMT_Member_Training_Finding_Your_Way” ppt contains much more information about how to use the MT Compendium

EXAMPLES OF UPCOMING FMT PPTs(SHOULD BE POSTED STARTING IN 2Q’13)

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Develop an Annual Calendar of EventsDevelop an Annual Calendar of Events

• Develop a calendar of events with your staff that you Develop a calendar of events with your staff that you can support with flotilla resources (staff buy-in)can support with flotilla resources (staff buy-in)

• Take into account Division goals and overlapping Take into account Division goals and overlapping events (e.g. will multiple flotillas be supporting the events (e.g. will multiple flotillas be supporting the same Nat’l Safe Boating Week Expo?)same Nat’l Safe Boating Week Expo?)

• Avoid member training classes conflicting with public Avoid member training classes conflicting with public education classes as they often take the same education classes as they often take the same resourcesresources

Leadership:Leadership:Getting Members On-BoardGetting Members On-Board

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Goals, Targets, and SchedulesGoals, Targets, and Schedules

TOPIC JAN FEB MAR AP MAY JUNE JULY AUG SEPT OCT NOV DEC

WKSP TRAINING CALENDAR8 HOUR TCT XOPS WKSP XVE/PV WKSP XPE WKSP X1 HOUR TCT X

PE CALENDAR

BS&S XXX XXX XXXSS&S XXXWEN XXX XXXSIC X XABS X X

AUXOP CALENDARAUXSEA XXAUXCOM XXAUXWEA XXXAUXNAV XXX XXXIMSAUXPAT

PA OUTREACH EVENTSNSBW EXPO XX

SHOWS X X X

CREW SCHOOLNIGHT CLASSESOTW TRAININGOPTREX

DISTRICT CONFERENCE XXX

Flotilla/Division “macro” Annual Calendar

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Required StaffingRequired Staffing Each Flotilla must have FSOs: FN, SR, IS to administer Each Flotilla must have FSOs: FN, SR, IS to administer

the flotilla finances, meetings, and member data the flotilla finances, meetings, and member data entryentry

A successful Flotilla will have a strong member A successful Flotilla will have a strong member training program lead by the FSO-MT as an training program lead by the FSO-MT as an information source so that your volunteers are ready information source so that your volunteers are ready to support your programs with proper certifications to support your programs with proper certifications

Each of the “program” FSO’s e.g. VE, PV, PE, PA, OP Each of the “program” FSO’s e.g. VE, PV, PE, PA, OP should be cheer leaders, recruiters, trainers, and should be cheer leaders, recruiters, trainers, and team leaders for scheduled events on the annual team leaders for scheduled events on the annual calendarcalendar

Leadership:Leadership:Getting Members On-BoardGetting Members On-Board

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Key Elements for a Strong FlotillaKey Elements for a Strong FlotillaFinancial HealthFinancial Health

Building up the Public Education & Training Fund Building up the Public Education & Training Fund can add the following to Flotilla Activitiescan add the following to Flotilla Activities

PIZAZZ!!!! , Convenience, EfficiencyPIZAZZ!!!! , Convenience, Efficiency Attractiveness, EnergyAttractiveness, Energy

It’s just more fun to do projects if you can offer the It’s just more fun to do projects if you can offer the public nice facilities, equipment, and materialpublic nice facilities, equipment, and material

If you’re proud of your setup, more members will If you’re proud of your setup, more members will want to participatewant to participate

From the Flotilla Policy Manual: From the Flotilla Policy Manual: Other sources of fundsOther sources of funds. . In addition to dues, the flotilla will receive money from the In addition to dues, the flotilla will receive money from the sale of public education materials (This income must be sale of public education materials (This income must be utilized for the public education program; it cannot be utilized for the public education program; it cannot be redirected to other uses)redirected to other uses)

Let’s take a look at finances - - -Let’s take a look at finances - - -

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Flotillas and MoneyFlotillas and MoneyBalance SheetBalance Sheet

Dues/memberDues/member $50$50 incomeincome

Dist/Nat’lDist/Nat’l $24.50$24.50 expenseexpenseDivDiv $7$7 expenseexpense

Flotilla Gen FundFlotilla Gen Fund $18.50$18.50balancebalance

Assume 30 members = $555/yrAssume 30 members = $555/yrSpending of General FundSpending of General Fund•FellowshipFellowship

• Flotilla DinnerFlotilla Dinner• Snacks @ Flotilla MeetingsSnacks @ Flotilla Meetings

•Rent of Room/FacilitiesRent of Room/Facilities•Printing of Agenda’sPrinting of Agenda’s•Printing Certificates/AwardsPrinting Certificates/Awards•Equipment if no PE fundEquipment if no PE fund

Difficult to build up the fund and Difficult to build up the fund and support an active flotillasupport an active flotilla

Typical PE class e.g. 2 day BS&STypical PE class e.g. 2 day BS&S•ChargeCharge$45$45 incomeincome•BooksBooks $18$18 expenseexpense•SnacksSnacks $5$5 expenseexpense•OtherOther $5$5 expenseexpense•Flotilla PE fundFlotilla PE fund $17$17 Balance BalanceAssume 20 students = $340/classAssume 20 students = $340/class

A 3 day class @ $65 => A 3 day class @ $65 => $560/class$560/class

Annual Income to PE FundAnnual Income to PE Fund

Say two ea 2 day & two ea 3 day Say two ea 2 day & two ea 3 day courses with 20 students each courses with 20 students each yieldsyields

$1900/yr$1900/yr

GENERAL FUND EDUCATION/TRAINING FUND

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• This depends a lot on the situation with your flotilla This depends a lot on the situation with your flotilla e.g.e.g.• Do you have fixed facilities & storage room?Do you have fixed facilities & storage room?• Do you have many active shows/events in your Do you have many active shows/events in your

AOR?AOR?• Do you have active boating (Lakes/Rivers/Ocean) Do you have active boating (Lakes/Rivers/Ocean)

in your AOR?in your AOR?• Flotillas that answer “YES” to the above can leverage Flotillas that answer “YES” to the above can leverage

the revenue from PE courses to substantially expand the revenue from PE courses to substantially expand their overall programstheir overall programs

• Flotillas that answer “NO” will need a more targeted Flotillas that answer “NO” will need a more targeted strategy aimed at programs specific to their AOR.strategy aimed at programs specific to their AOR.

LET’S LOOK AT THE “YES” CATEGORY LET’S LOOK AT THE “YES” CATEGORY

Flotillas and MoneyFlotillas and MoneyHow Much & What to do with it?How Much & What to do with it?

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• Adding Equipment can improve the settings & efficiency of Adding Equipment can improve the settings & efficiency of Flotilla Operations e.g.: Meetings & Classes, RecruitingFlotilla Operations e.g.: Meetings & Classes, Recruiting• Flotilla Computer, Projector, Screen, Speaker system ($1200)Flotilla Computer, Projector, Screen, Speaker system ($1200)

• Easier to do Public Education classes anywhereEasier to do Public Education classes anywhere• Easier to do Public Affairs Outreach to classrooms & Easier to do Public Affairs Outreach to classrooms &

meetingsmeetings• Flag(s) & Stands – improved meeting/classroom environment Flag(s) & Stands – improved meeting/classroom environment

($500)($500)• American FlagAmerican Flag• CGAUX FlagCGAUX Flag• Banner Stands (pullup)Banner Stands (pullup)

• Props for classes e.g. ($700)Props for classes e.g. ($700)• Sailboat Model for SS&S (3 day)Sailboat Model for SS&S (3 day)• Pelorus for Navigation classesPelorus for Navigation classes• Plotting tool kits (say 10 ea) for BS&S, SS&S, WEN, Plotting tool kits (say 10 ea) for BS&S, SS&S, WEN,

AUXNAVAUXNAV• A booth with all the banners, table clothes, etc. can dramatically A booth with all the banners, table clothes, etc. can dramatically

improve visitations at PA outreach events. ($3800)improve visitations at PA outreach events. ($3800)

Flotillas and MoneyFlotillas and MoneyHow Much Money Do We Need – We’re How Much Money Do We Need – We’re

a Service Organizationa Service Organization

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An attractive booth will bring in more public at Public An attractive booth will bring in more public at Public Affairs Events. This should lead to more activity in PE, Affairs Events. This should lead to more activity in PE, VE, MembershipVE, Membership

Flotillas and MoneyFlotillas and MoneyHow Much Money Do We Need – We’re How Much Money Do We Need – We’re

a Service Organizationa Service Organization

Stand up CanopyStand up Canopy $2200$2200Pull Up BannerPull Up Banner $250 ea x 4$250 ea x 4Table Cloth w/emblemTable Cloth w/emblem $250$250Brochure Display StandBrochure Display Stand $250$250Life Jacket Display StandLife Jacket Display Stand $150$150

Booth as shown approx Booth as shown approx $3850$3850

Alternative – Schedule & then drive to Alternative – Schedule & then drive to Sector LA/LB to pick up one of two sets Sector LA/LB to pick up one of two sets available thereavailable there

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Flotillas and MoneyFlotillas and MoneyHow Much Money Do We Need – We’re How Much Money Do We Need – We’re

a Service Organizationa Service OrganizationHOW ABOUT THE “NO” CATEGORY?HOW ABOUT THE “NO” CATEGORY?

•No Storage – PE funds can be used to rent storage No Storage – PE funds can be used to rent storage facilities for PE/PA/VE related activities such as Booth facilities for PE/PA/VE related activities such as Booth itemsitems•No Fixed Classroom – PE funds can be used for room No Fixed Classroom – PE funds can be used for room rental although many yacht clubs, service rental although many yacht clubs, service organizations, sheriffs offices, etc. will provide free organizations, sheriffs offices, etc. will provide free rooms to the CGAUXrooms to the CGAUX•No maritime events in AOR. Work with other No maritime events in AOR. Work with other organizations to set up booths e.g. Red Cross, Public organizations to set up booths e.g. Red Cross, Public Health Fairs with focus on the Environment (MS)Health Fairs with focus on the Environment (MS)•Select programs such as Communications to focus Select programs such as Communications to focus the flotilla – set up Mobile Radio Facilities/ Repeater the flotilla – set up Mobile Radio Facilities/ Repeater stationsstations

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Goals, Targets, and SchedulesGoals, Targets, and Schedules

Getting the Buy In From Your FlotillaGetting the Buy In From Your Flotilla

•At your next Flotilla Meeting present your selected At your next Flotilla Meeting present your selected programs, goals, and calendarprograms, goals, and calendar

•Explain the Macro Calendar and the need for resourcesExplain the Macro Calendar and the need for resources

•Show the additional training (certifications) needed to Show the additional training (certifications) needed to support the program and how to get certifiedsupport the program and how to get certified

•Ask for volunteers to take the training (if necessary) and Ask for volunteers to take the training (if necessary) and support the programssupport the programs

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SynergySynergy

Flotillas active in all these core programs are likely to Flotillas active in all these core programs are likely to be more successful than ones that only support one or be more successful than ones that only support one or two of these programstwo of these programs

The core programs in no way restrict the membership The core programs in no way restrict the membership from also supporting many other worthwhile programs from also supporting many other worthwhile programs e.g. marine safety, Watchstanders, boating operations e.g. marine safety, Watchstanders, boating operations (crew), to name a few(crew), to name a few

The FC and FSOs must lead members to support these The FC and FSOs must lead members to support these programs. It doesn’t happen automatically.programs. It doesn’t happen automatically.

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THANK YOU FOR THANK YOU FOR ATTENDINGATTENDING