Auxiliary Division Procedures Guide

AUXILIARY DIVISION PROCEDURES GUIDE
PUBLISHED FOR INSTRUCTIONAL PURPOSES
COMDTPUB P16791.3
REPRINT INCLUDES CHANGES 1 & 2

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Commandant U.S.CoastGuard

2100Second StreetS.W. WashingrtonD, C [email protected] StaffSymbol: G-NAB-1 Phone: l2o2) 267-L0OL

C O M D T P U BP 1 6 7 9 T . . 3

COMMANDANTPUBLICATION P1.679].. 3

sEPI 5 r9i)3

Subj: U. S. COAST GUARD AUXILIARY DMSION PROCEDURESGUIDE

1". PURPOSE. This Publication

is a general procedures

Auxiliary

administration

at the division level.

guide for

2. DISCUSSION. This Publication

is designed as a "how to"

guide for all Auxiliary

elected and staff officers

at the

division

level.

It includes items that wiII help newly

el-ected and appointed officers

in the administration

of

their units.

There are topics on protocol,

finance,

organization,

administration

and management, Ieadership and

other pertinent

information.

Details are given throughout

on procedures to be followed in complying with the

Commandant's poLicy as found in the Auxiliary

Manual,

COMDTINST Ml6790.L (series), and other appropriate

Commandant Instructions.

3. POLICY. Auxiliary elected and staff officers at the

division

level are to use this guide to assist them in thelr

duties.

4. REOUESTS FOR QHANGES. Units and individuals

may recommend

changes by writj-ng via the chain of command to Commandant

(G-NAB-I-), U.S. Coast Guard Headquarters, Washington, DC

20593-OOO1.

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TABLE OF CONTENTS

fntroduction

Chapter l-.

Division Organization

A. f ntroduction B. The Division Board
c. Division Elected Officers
D. Duties of the Division Captain E. Duties of the Division Vice Captain F. The Division Staff
G. The Auxiliary Chain of Command H. Parallel Staffing

Chapter 2.

Division Administration

A. Introduction

B. Transition Procedures
c. Program Planning

D. Staff Meetings

E. Staff Planning

F. Committees

G. Financial Requirenents

H. Division Records

I. Standing Rules

J. Awards Program

K. Publications

L. Civil Rights

M. Division Meetings

.....

N. Flotill-a Chartering
o. Division Relations

Chapter 3.

Courtesy and Protocol

Introduction

Saluting

Flag Etiquette

Invitations

Duties of the Host

Formal Functions

Introduction of Guests

Seating of Guests

Speaking order for Guests

.....

Page No.
iii
1-1I-2 L-3 L-4 1-5 L-6 1--8 L-9
2-L 2-L 2-2 . 2-4 . 2-4 2-8 2-9 2-1,L . 2-L2 . 2-L3 2-L3 2-L4 2-L4 . 24,8 2-2L
3-1, 3-1. 3-3 3-4 3-5 3-7 3-7 3-8 3-1L

Chapter 4.

Leadershi-p

A. Introduction B. Leadership Processes c. Human Relations Skills D. Authority and Responsibility E. Follow-up F. Leadership Style c. Qualities of a Good Leader

Enclosures: 1-) 2) 3) 4) 5) 6) 7) 8) 9) 10)

Suggested Staff Sanple Flotilla Sample Division Sample Meeting Sample Disaster Sarnple Division Sample Division Samp1e Standing Sample Division Rules of Order

officers Duties Comrnander Report Staff Officer Report Attendance Check Off Emergency PIan Budget Financial Report Rules Awards Program

Form

4-I 4-2 4-3 4-3 . 4-4 4-5 4-6

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INTRODUCTION

For newly elected officers and appointed staff Officers at

division level, the assumption of duties and responsibilities

of

office can often be confusing and frustrating.

Although serving

as ttvolunteersrr, they are expected to follow policies established

by the Commandant of the U.S. Coast Guard and the Coast Guard

Auxiliary National Board.

The purpose of this publication is to provide guidance to

division officers and make their transition to office easier and

less confusing. Officers should use this guide for answering the

administrative and leadership questions related to management at

the division level of Auxiliary organization.

It is hoped that

the contents will assist in answering the rrWhat do I do ?'r and

f fH o w d o I d o i t ? t t q u e s t i o n s w h i c h o f t e n a r i s e .

Newly elected division officers wiII normally develop their own Ieadership style and irnage. Holdever, they should keep in nind that volunteers respond better when rraskedrr rather than when rrtoldrr to perform a task. They rnay also find it necessary to

adjust their leadership style to accommodate the differences of

members they work with on a daity basis and the flotillas

assigned to the division.

The needs and problems of people and

uniti wiII often vary due to the influence of geographic

location, environmental and economic factors, and the extent of

previous experience and training.

It is hoped that the contents will assist division captains in making wise and tirnely decisions. It should help all elected and appointed officers at the division level in plannitg, organizing, directing and supervising an effective program of activities.

iii

REVERSE BLANK

Chapter 1. DIVISION ORGANIZATION

A. INTRODUCTION.

1. The division is a chartered unit that comprises one of

the most essential adninistrative

and supervisory elements of

the Auxiliary organization.

The division provides

administrative and training support to five or more flotiIlas

and promotes national and district policy. The division

board performs these duties through coordination to promote

Auxiliary policy within the division.

2. As indicated in the sample division organization, Figure

1 below, the Division Captain (DCP) leads and manages the

division organization in the performance of its

adninistrative,

supervisory and functional relationships with

assigned fLotillas.

The Division Vice Captain (VcP) acts as

chief of staff, coordinating staff actions, reviewing staff

reports and advising on matters pertaining to staff

functions.

DIVISION

I Special

I

I comnittees I

I DrvrsroN I
I BOARD

DIVISION STAFF

Figure 1. Sample Division Organization

3. To ensure maximum effectiveness in the implementation and

accomplishment of Auxiliary progirams, flotillas

within the

same general geographic area are normally grouped under

division control.

Geographic areas and boundaries of

divisions are established by the district director for

administrative purposes and usually defined in the division

charter.

Areas and boundaries should not be considered

inflexible.

Auxiliary units within close proxinity of each

other, regardless of division affiliation,

should coordinate

and cooperate in planning locations for courtesy marine examj-nation stations, establishing public education courses,

performing patrols and in recruiting new members.

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A. 3. (Cont'd) This cooperative relationship between divisions and flotilras is particurarry desirable in geographic areas where there is a high density of popuration, and an extensive amount of recreational boating activity.

4. rn some large auxiriary district, divisions are assigned to an area that corresponds to a specific locale or geographic area. rn other auxitiary districts, divisions are assigned to geographic areas that generalry conform to the areas of responsibirity (AoR's) of coast Guard Groups. This provides for the coordination and control of Auxiliary

activities.

Under such circumstances, a District Rear

commodore (Rco) for a geographic area may be estabrished by

the district.

B. THE DIVISION BOARD.

1. The division board is comprised of the division captain, the division vice captain, the immediate past division captain (IPDCP) and the flotilla commander (FC) of each

floti1la within the division. The division board establishes

local adninistrative policies, procedures, and methods for

the management of division programs and activities.

These

must not conflict with poricies and directives issued by the

Commandant, national or district authority.

Each member of

the division board has one vote on all matters presented to

the board for action. The District Commodore (DCO) is an ex-

officio voting member of arl division boards in the district

when in attendance at a meeting. The DCOmay delegate this voting privilege as described in the Auxiliary Manual.

2. Members of the division board constitute group with administrative responsibilities.

more than just a They are also

the elected representatives of flotilla members. As such,

they reflect the needs and opinions of their members when

voting on policies and procedures within guidelines

estabrished by the Auxiriary Manuar. within these processes,

the division captain is only a voting member of the board.

Ultimate authority of the division captain rests upon the

ability of the DCP to earn the respect of division board

members through the application of effective human rerations,

accepted leadership principles, and exemplary personal

performance.

3. Meetings of the division board are held periodically,

preferably on a monthly basis, in accordance with division

standing rules. Special rneetings may be called by the DCp.

When deemed necessary, the DCO and/or the director of auxiliary (DTRAUX)may call a special meeting of the division

board. An agenda for each meeting of the division prepared and distributed by the division captain.

board is

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B. 3. (Cont'd) The division captain or vice captain must be present in order for business of the division board to be
conducted. In instances where this in impractical, the routine business of the division board may be transacted by mail. Regular annual elections may not be held by mail or
telephone.

4. Since the division organization provide FIotiIIas with adrninistrative the division board through effective communication seeks to:

exists prinarily to and training support,
coordination and

a. Promote Auxiliary policy and programs within the division and its flotiIlas.

b. Assist the Director of Auxiliary in administering and fostering growth in Auxiliary membership.

c. organize and promote division activities.

d. Conduct the election of division officers.

c . D I V I S I O N E L E C T E DO F F I C E R S .

l-. The Division has two elected officers, the division captain (DcP) and the division vice captain (VCP). The division captain is elected to office by members of the division board for a regular term of one year, and may be reelected to Serve for four terms, provided no more than two are consecutive. Transfer to another division initiates a new series of terms. The division vice captain is elected to office by members of the division board for a regular term of

one year, with no linitation

on the number of terrns

authorized. Both the division captain and the division

captain serve as voting members of the division board-

vice

2. The division captain is elected by the board, whose membership includes the flotilla commanders. The division captain, therefore, is responsible for implementing policies and actions adopted by a majority of the board. Any influence which the division captain has on the board must be achieved through effective leadership and respect. The division captain must create a positive leadership irnage and use personal prestige to influence board members to work together as a rrteamrr.

3. The division captain nay appoint committees composed of board members to accornplish a specific intended purpose. In such cases board members temporarily perform staff functions and then revert to line members when the task is completed and the final recommendation is subnitted by the division captain to the board for action.

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