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

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

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

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

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

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

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

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

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

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

11 Leadership: Getting Members On-Board 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)

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

13 Goals, Targets, and Schedules TOPICJANFEBMARAPMAYJUNEJULYAUGSEPTOCTNOVDEC WKSP TRAINING CALENDAR 8 HOUR TCT X OPS WKSPX VE/PV WKSPX PE WKSPX 1 HOUR TCTX PE CALENDAR BS&SXXX SS&S XXX WENXXX SIC X X ABS X X AUXOP CALENDAR AUXSEA XX AUXCOMXX AUXWEA XXX AUXNAV XXX IMS AUXPAT PA OUTREACH EVENTS NSBW EXPO XX SHOWS XXX CREW SCHOOL NIGHT CLASSES OTW TRAINING OPTREX DISTRICT CONFERENCEXXX Flotilla/Division “macro” Annual Calendar

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

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

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

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

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

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

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

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

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

23 THANK YOU FOR ATTENDING