IMPORTANCE OF FSO/SO RELATIONSHIPS Several things have changed in very recent years in the Auxiliary Some things are not as trivial as they once may have been perceived to be; need to become more formal None are difficult or particularly time-consuming Change our mental framework to cope
IMPORTANCE OF FSO/SO RELATIONSHIPS Things that are different: Monthly reports throughout the Chain Increased proficiency expectations Diversity expectations Required training AUXLMS, some FSO positions More online courses, meetings, and testing Required annual workshops New PPE inspection criteria Accountability for PPEs now rests with FSOs-OP OTO puts BC trainee names into AUXDATA Push for Mentoring
IMPORTANCE OF FSO/SO RELATIONSHIPS Forges stronger connections and understandings between Flotillas and Division Increases teamwork and communication Showcases member activities to the Division and District and beyond Improves camaraderie Responsibility and accountability at both Flotilla and Division levels Provides needed information to the Division, District, and beyond Helps train members for Flotilla and Division leadership positions Makes members feel needed and productive
OBJECTIVES OF THIS TRAINING SESSION Discussions of: changes of expectations in recent years and how to cope we re part of a bigger picture (our Chain, the USCG) responsibilities of FSOs to Flotilla members and to SOs and Division responsibilities of SOs to FSOs and members and to DSOs and District monthly reports by FSOs to Flotillas and to SOs reports by SOs to Division and to DSOs SOs get to know their FSOs; FSO s get to know their SOs Everyone on the same page = teamwork
appoints & has authority over 2-way relationships 9WR DISTRICT CHAIN OF LEADERSHIP Commodore (DCO Staggs) District Commodores Vice Commodore (DCOS Johnsen) Chief of Staff Division Commanders and VCDRs (9 Divisions: 31, 33, 35, 37, 39, 41, 43, 45, 47) Division Staff Officers (SO) Flotilla Commanders & VFC Flotilla Staff Officers Members These folks do the work!
appoints & has authority over 2-way relationships DIVISION CHAIN Division Commanders DCDR Furlano VDCDR Flamer Division Staff Officers (SO) CS Kiesel FN Linder HR Moffat IS Olson MA Bidinger MS Furlano MT Van Dinter OP Kiesel NS Furlano PA Bidinger PB Furlano PE Linder PV Bidinger SR Kiesel VE Rappe Flotilla Commanders 01 FC Kiesel/ VFC Rognrud 08 FC B. Stehling/ VFC D. Stehling 09 - FC Plasters/ VFC Olson Flotilla Staff Officers (FSO) When members in a flotilla do specific jobs, then an FSO is appointed. When the Division does not have an SO for those same positions, the DCDR becomes the SO for those jobs. In a Flotilla, if there are members doing specific jobs and no FSO exists, the FC becomes the FSO for those jobs. Members
DIVISION INFORMATION Div meetings To make decisions; but only the Division Board* votes To pass info to FCs to take back to Flotilla meetings For FCs and SOs to pass info to Division; FCs should not be giving same information that SOs do To pass info to SOs to pass onto FSOs; SOs do not vote DCDR sends Assignment to Duty letters to all SOs Assignment to Duty letters include job descriptions with specific list of tasks to do throughout the year how they deal with their FSOs and DSOs *The Division Board DCDR Furlano, VCDR Flamer, IPDCDR Soergel 3 Flotilla Commanders DCO (or DCOS or DCAPT), when present
DIVISION INFORMATION Division Staff Officers (SO) have overarching responsibility and supervisory roles over FSOs and members provide guidance, answer questions, and make sure each FSO and member performs tasks with proficiency and according to USCG AUX policies Attend all Division meetings Create monthly reports based on FSO reports Sent to DCDR, VCDR, and SR 7 days prior to Div meeting Verbal updates given at meeting After Div meeting, send reports (with updates) to DSO DCDR has authority over and appoints SOs but day-to-day supervisor is VCDR
FLOTILLA CHAIN Flotilla Commanders 45-01 45-08 45-09 FC Kiesel VFC Rognrud FC B. Stehling VFC D. Stehling FC Plasters VFC Olson Flotilla Staff Officers CS FN HR IS MA MS MT OP NS PA PB PE PV SR VE Kiesel Linder Rognrud Molnar Kotwitz - - - Van Dinter Flamer - - - Bidinger - - - Linder Bidinger Butler Rappe Stehling Hantson Shaw Matlosz Burns Burns Shaw Shaw - - - Cepon Stehling Hantson Stehling Cepon Burns - - - Vince Plasters Olson Furlano Quinn Cullinnane Furlano Kabor Urban - - - Gafner Cappello Plasters Soergel Members
FLOTILLA CHAIN When Flotilla members do specific tasks, the FC appoints FSOs who take responsibility and supervisory roles over those specific members. If no members do specific tasks (e.g. ATONs, MS, PB), then FSOs should not be appointed. Some positions require (or will require) training* to hold FSO appointments: IS, PA/PB, MS, NS, OP Some positions should have training* to do an adequate job: CS, HR, VE *Training = D-Train, WebExs, online courses, C-Schools
FLOTILLA INFORMATION Flotilla meetings To plan and organize what the Deck does; based on goals To pass info to Division via FSO reports to their SOs To pass info to Division via FC reports (FCs should not duplicate FSO reports) FC sends Assignment to Duty letters to all FSOs Assignment to Duty letters include job descriptions with specific list of tasks to do throughout the year how they deal with their SOs and members
FLOTILLA INFORMATION Flotilla Staff Officers (FSO) hold leadership position; should have experience with specialty have responsibility and supervisory roles over members doing specific tasks; let them do the work, get experience, training, etc provide guidance and resources, answer questions, and make sure each member performs tasks with proficiency and according to USCG AUX policies attend all Flotilla meetings (all members vote at Flotilla meetings) create monthly FSO reports about what Flotilla members did during the month = must have contact with members in your area of specialization! stick to your area of specialization, don t report on other things reports sent to VFC 7 days prior to meeting (verbal updates may be given at Flotilla meeting) After Flotilla meeting, FSOs send reports (with updates) to SOs for inclusion in SO s Division report FC has authority over and appoints FSOs but day-to-day supervisor is VFC (and each SO)
FSOs: MORE ON FSO/SO RELATIONSHIPS keep SOs informed of all member activities in their areas at least on monthly basis coordinate with SO on events; never do anything in isolation seek advice and training from SOs know who specialized members are, including trainees and members desiring qualification; assure qualifications are being attained in timely manner should delegate members to do the actual work; FSO should mainly supervise create and maintain up-to-date e-mail distribution list of members and pass info to members from SO or from higher in Chain within 24 hrs send simple Assignment to Duty letter to members doing specific tasks (e.g., VEs) SOs: Ensure FSOs kept informed of information passed down the Chain; within 24 hrs coordinate FSOs with Div events know who specialized members and trainees are in all Flotillas; assure qualifications are being attained in timely manner provide training for members in specific areas, including required workshops should delegate FSOs and members to do actual work; SO should have overarching supervisory role Maintain e-mail distribution list of specialized members in each Flotilla
FSO / SO RELATIONSHIPS SO-CS Kiesel FSO-CSs: Kiesel, B. Stehling, - - - SO-FN Linder FSO-FNs: Linder, Hantson, Vince SO-HR Moffat FSO-HRs: Rognrud, Shaw, Plasters SO-IS Olson FSO-ISs: Molnar, Matlosz, Olson SO-MA Bidinger FSO-MAs: Kotwitz, Burns, Furlano SO-MS Furlano FSO-MSs: - - -, Burns, Quinn SO-MT Van Dinter FSO-MTs: Van Dinter, Shaw, Cullinane SO-OP Kiesel FSO-OPs: Flamer, Shaw, Furlano SO-NS Furlano FSO-NSs: - - -, - - -, Kabor SO-PA Bidinger FSO-PAs: Bidinger, Cepon, Urban SO-PB Furlano FSO-PBs: - - -, D. Stehling, - - - SO-PE Linder FSO-PEs: Linder, Hantson, Gafner SO-PV Bidinger FSO-PVs: Bidinger, B. Stehling, Cappello SO-SR Kiesel FSO-SRs: Butler, Cepon, Plasters SO-VE Rappe FSO-VEs: Rappe, Burns, Soergel As we grow, assign different SOs than FSOs.
EXCEPTIONS: Supervisory role rests with FC/DCDR (not VFC/VCDR) for: FN SR Some positions have unique aspects that others don t - CS, IS, and FN Only the FSOs (or SOs) actually do the work Members have no access to websites, AUXDATA, or money
Subject: Item you are writing about E-MAIL CONVENTIONS Be specific about topic To: Cc: Person expected to take the lead or handle the task. Going up the chain it is a request for action Going down the chain it is an instruction to handle an item Means courtesy copy This is for your information only. Do not become involved without notifying everyone copied that you are intervening, if you have authority to do so
FSO/SO RELATIONSHIPS WITH DCDR/VCDR FSOs, SOs, VFCs and VCDRs FSOs are day-to-day supervisors of members within the Flotilla SOs are the overarching supervisors of FSOs within the Division VFCs are the day-to-day supervisors of FSOs within the Flotilla VCDRs are the day-to-day supervisors of SOs within the Division make sure members perform tasks with proficiency, professionalism, and according to USCG Aux policies FCs and DCDR FCs provide written report to DCDR 7 days before Div meeting DCDR compiles (from FC and SO reports) monthly reports and sends them to the DCO/DCOS responsible for ensuring each FSO and SO has the required or recommended training to hold his/her position ultimate responsibility to make sure all members follow USCG AUX policies
MEMBERS RESPONSIBILITIES If you say you will do something, follow through on time Keep FSO informed of your activities at least on a monthly basis, if not more frequently they have a report to write and that info comes from you Do your activities with proficiency, professionalism, and following all USCG AUX policies. Failure to do so may result in loss of qualification, the privilege of doing your specific activity, or security clearance. Attend Flotilla meetings so you can keep up-to-date Read and understand any communication that comes down the Chain; ask questions/report info to go up the chain Ask your FSO questions about your activities if you are not sure how to proceed or if you don t understand something
MEMBERS RESPONSIBILITIES If you are not getting satisfactory information/results in a timely manner from your FSO, contact your FC, VFC, or SO (e.g., are you getting the training you expected?) Do not work in isolation on own or as Flotilla Important to follow USCG AUX policies and guidelines: We represent the United States Coast Guard (and Dept of Homeland Security) to each other and to the public Training passed from member to member must do it right Keeps us and public safe Pride in doing things right and knowing why we do things the right way Respect from the USCG, local partners, and other Auxiliarists
YOUR FSO/SO JOB(S) Stick with your job description provided in your Assignment to Duty letter. If you come upon info that another staff officer should handle, take down contact info and give it to the appropriate FSO or SO for follow-up. You may not have all the info to correctly handle the situation. SOs and FSOs delegate much of actual work, then supervise to make sure it gets done properly SOs should visit FSO events whenever possible; assist FSO when needed Both FSOs and SOs - provide training opportunities; make sure members are productive and their needs are being met If we follow procedures and work as a team, jobs are split nicely between individuals so work gets done without overburdening anyone Do your own job well and in a timely manner; when you are late or don t respond, you are causing someone else to not get their job done and they have others to answer to
TO FIND INFO ABOUT MEMBERS What info? offices held; current qualifications address phone e-mail address list of staffs or members Go to the Auxiliary Directory: http://cgaux.org/
WITHIN 7 DAYS OF THIS TRAINING SESSION, YOU ARE EXPECTED TO: All SOs e-mail a message to their FSOs Message to include: Thank you for serving Reminder to send monthly report to SO (SO s may need to send monthly reminder s to their FSOs); put dates on calendars now Anything specific SO feels is important to communicate (e.g., training requests, SO visits at selected events, etc) All FSOs e-mail a message to their members in their areas Message to include: Thank you for serving; ask them to reply (not to all ) to your message so they know you are their FSO) Reminder to keep FSO informed of all activities so FSO can present an adequate monthly report Anything specific FSO feels is important to communicate (e.g., training requests, what they can expect from you, what you expect from them, etc) All FSOs e-mail a message to their SOs Message to include: Anything specific FSO feels is important to communicate (e.g., training requests, required annual workshops, etc) Statement indicating FSO understands about submitting monthly reports, and indicating they already have due dates marked in calendar All messages are to be copied to VFC (from FSOs) and to VDCDR (from SOs)
WHAT DOES SUPERVISION MEAN? Mainly oversee that jobs get done Asking members to help; don t expect to do all the work yourself (they can t learn if they don t do) Letting members help; don t shut them out Insist members meet deadlines Assist members in getting trained and follow through with them to qualification FSOs have a more direct supervisory role with members SOs have a more overarching supervisory role
WHY GET QUALIFIED? Get members qualified as VE, IT, &/or PV within 6 months of joining AUX WHY? Because it makes them better at each job: A VE is a better VE if s/he s also an IT, and vice versa A PV is better if s/he s also a VE, and vice versa, and add IT to this A boat crew is a better boat crew if s/he holds other qualifications. You become a stronger, more confident member in all aspects. Maybe it doesn t initially interest them but interests grow and change; broaden horizons. If give it an honest try for a couple of years and still don t like it, they still have the training and experience under their belts.
EXAMPLES OF SOME SPECIFIC FSO RESPONSIBILITIES FSO-HR: take FC or long time member along on interviews with perspective new members FSO-IS: teach new members and remind all members how to correctly fill out 7029s, 7030s, and any other forms submitted for AUXDATA; explain why they are important to submit; insist members submit regularly; attend C- School to become an FSO-IS inputter FSO-PA: (complete AUX 20 certification to hold position?); organize PA events for Flotilla, ask for and schedule members participation in each event; report all events to SO-PA FSO-PB: (complete AUX 20 certification to hold position?); write or compile Flotilla newsletter on a regular basis and send to SO-PB for approval before dissemination to membership FSO-PE: fill out Boating Courses website form for each PE class taught; SO- PE can teach FSO, if needed FSO-VE: organize blitzes, ask for and schedule Flotilla VE participation; take calls/messages from VEs going out on own; coordinate with SO-VE to help with required annual workshop, make sure all Flotilla VEs attend
Agenda Items: none Example SO-CS Report Jan 2015 Report: - Added acronym list to Members Only section. - Tried to upload Sector s 2015 Operational Planning Direction to the Div site, but too large and all attempts to reduce its file size failed; will wait until posted on District site then create a link to it. - If anyone has any suggestions for additions, notices any internal links that don t work properly, or finds errors in any text, etc, please let me know. Last time I was in touch with FSO-CSs /DSO-CS: last spring Respectfully submitted, Diann Kiesel SO-CS Div 45 9WR
Agenda Items: none Example SO-OP Report Jan 2015 Report: [*would like to mention during verbal updates to emphasize] New DSO-OP: Alan Janney (Wilmette); already requesting information about OPs Workshop dates, D-Train suggestions, Boat Camps, etc. OPs Workshop: trying to set up Workshop similar to what other Divisions do ½ to ¾ day that includes PPE inspections, 2015 OPs Powerpoint, 1-hr TCT, Night Ops PowerPoint, and OTO announcements. Tentative dates are Sun, April 12 or 19, ~1430-2000 with simple supper supplied. Annual required VE Workshop can occur at 1300 and non-ops members can leave after that. *PPE inspections: must be done in April, and again in Sept if there will be Oct patrols. Flamer is currently the only member in the Division with PPE inspection training. OTO expects Flotilla members (FSO-OPs, perhaps others) to undergo training because inspections are now to be accounted for at the Flotilla level. This training will occur at D-Train in March. *RFO: Sat, 06 June 2015 on Lake Mendota. Linder is working on getting a lunch situation similar to last year so it moves along quickly and efficiently. Last time I was in touch with FSO-OPs/DSO-OP last summer.
EXAMPLE Flotilla Commander Report 45-01 Agenda Item: New Business announcement of 45-01 s January Member Training Session; Topic: FSO/SO Relationships and Responsibilities; all Div 45 FCs, VFCs, and FSOs will be invited and strongly encouraged to attend. Report: [*would like to mention during verbal updates to emphasize] *Mentoring Program ready to share with other Flotillas. If FCs would like information, let me know. If you d like me to come to one of your Flotilla meetings to present the Program and its philosophy, let me know. Starting to plan for Fishing Expo and Canoecopia; D-Train interferes with Canoecopia this year and next. Because spring D-Trains focus on OPs, we need as many nonoperational members as possible to cover the PA booth. SO-PA Bidinger will coordinate both events, and Paddlesport Specialist Kotwitz will assist with organizing Canoecopia. Boat Crew Ashore Training classes are more than half over now. Only 3 more sessions to go, one per month in Feb, Mar, and Apr. So far, no trainees have dropped out. Need to have Mentors show up and/or meet with their trainees at other times to do sign-offs. First Aid session last Sat, lead by VFC Rognrud and assisted by the Van Dinters, went very well; this year combined with the Civil Air Patrol; 16 participants.
WHAT HIGHER IN CHAIN HAS TO REPORT Reports from SOs go up to DSOs who compile reports to send up the Chain that contain the following: 1) recruitment and retention 2) program performance 3) problems and potential solutions do not report a problem without a proposed solution Try to include similar information in your FSO reports