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CommandantUnited States Coast Guard2100 Second Street, S.W.Washington, DC 20593-0001Staff Symbol: G-OCXPhone: (202) 267-1001COMDTINST M16791.5MAY 6, 1999COMMANDANT INSTRUCTION M16791.5Subj:AUXILIARY FLOTILLA PROCEDURES MANUAL1.PURPOSE. This manual updates, modifies, and simplifies the policy,requirements, and procedures for appointment of Auxiliary flotillastaff officers.2.ACTION. Area and district commanders, commanders of maintenance andlogistics commands, commanding officers of headquarters units,assistant commandants for directorates, Chief Counsel, chiefs ofspecial staff offices at Headquarters and all team Coast Guardpersonnel will comply with this instruction.3.DIRECTIVES AFFECTED. All previous editions of the AuxiliaryAdministrative Procedures Publication, COMDTPUB P16791.2 are herebycanceled and should be recycled.4.DISCUSSION. This manual should be reviewed in its entirety as itoutlines policies and procedures necessary for effectiveadministration. The manual has been revised extensively by CoastGuard Auxiliary provisions of the Coast Guard Authorization Act of1996 (Public Law 104-324) and other pertinent changes within theAuxiliary program.5.MAJOR CHANGES.A summary of major changes in this document follow:a.Incorporates significant changes resulting from passage ofpertinent Auxiliary provisions to the Coast Guard AuthorizationAct of 1996.b.Implement guidance on flotilla administration, leadership andprocedures used by successful flotillas. A major effort has beenmade to provide specific and realistic guidance and to eliminatetheory.c.A new chapter has been added on the Auxiliary's emergingtechnology usage. The chapter covers the Auxiliary's relation tothe Internet's and policy guidance on future use of electroniccommunication in the Auxiliary.

COMDTINST M16791.5d.Specific guidance on the flotilla staff appointment process hasbeen incorporated. The staff officer's appointment letter hasbeen modified so duties specified herein can be referencedrather than being printed in each appointment letter.e.Revised flotilla correspondence procedures have been incorporated.6.RESPONSIBILITY. Commandant (G-OCX-1) is responsible for the manualcontent and revision. Questions or concerns about material containedin this manual should be addressed to Commandant (G-OCX-1) at202-267-1001.7.FORMS AVAILABILITY.See enclosure (2) for forms availability./s/ B.B. STUBBSDirector of Operations Capability2

TABLE OF CONTENTSINTRODUCTIONChapter 1.FLOTILLA ADMINISTRATIONA.B.C.D.E.F.G.H.I.J.The Challenge---Volunteer flotilla leadershipchallenges and member responsibility.The People---Flotilla leaders-Flotilla staff-Committees.The Tasks---Chronological tasks to be completed by FC &Staff. Development of programs.Finances---Sources and responsibility for funds.Standing Rules---Importance of Standing Rules.Flotilla Membership---Emphasizes the importance ofmember recruitment, training and growth.Flotilla Meetings---Guidelines for Flotilla meeting.Pitfalls---Those things which cause flotillas to falteror to fail.The Course to Steer---General outline of thoseprocedures used by successful flotillas.The Division---Brief discussion of the flotilla/division er 2.Standing RulesRules of OrderFlotilla BudgetRecruiting and RetentionADMINISTRATION PRINCIPLESA.B.C.Chapter 3.1A1B1C1DLeadership---Flotilla inter-relationships, authorityand goal oriented planning.Organizational Elements---Duties of FC and staff.Leadership, Success, and Motivation---Attitude vs.Motivation---Keys to motivation.COURTESY, PROTOCOL, AND CEREMONIESA.B.C.D.E.F.G.H.I.J.K.Courtesy and ProtocolSalutingFlag EtiquetteBoarding and Leaving A Military VesselWardroom EtiquetteInvitationsReceiving Lines and ReceptionsFormal FunctionsIntroductionsSeating ArrangementsSpeaking Order for Guestsi

L.Chapter 4.THE AUXILIARY'S TECHNOLOGY WORLDA.B.C.Chapter 5.The Auxiliary and the Internet.What is available to the Flotilla?What is the future for Electronic Communications?THE FLOTILLA STAFFA.B.Chapter 6.Flotilla Chartering CeremonyIntroduction---Copy-ready letters of appointment.Complete Staff Officer Duties---Copy-ready duties foreach FSO with references which apply to each function.FLOTILLA CORRESPONDENCEA.B.Introduction---Hints for successful writing.Formats---Three sample formats to assist Flotillacorrespondence needs.Enclosure (1)Material Evaluation SheetEnclosure (2)Forms Information Reference Sheetii

INTRODUCTIONAs 'volunteers', Auxiliary members are tasked with compliance to policiesof the Commandant of the U.S. Coast Guard embodied in the new member'spledge: "I solemnly and sincerely pledge myself to support the UnitedStates Coast Guard Auxiliary and its purposes, and abide by the governingpolicies, established by the Commandant of the United States Coast Guard."To make this pledge realistic sometimes causes some thoughtful reflectionfor answers. Some questions may open with 'How do I.' or What do Ido.'. This manual will assist in finding some needed answers. Thedocument is thus dynamic and changing. Commandant directed policychanges, Auxiliary procedures implement those changes, and adoptedsuggestions made by YOU' trigger changes to this publication. As theNational Commodore has stated --" In Team Coast Guard 'WE is YOU' and'YOU is US'."This Flotilla Procedures Manual should not parallel orreprint information found in other sources, such as the Auxiliary Manual,but serves to guide you toward sources of information which providesanswers, clarifies existing information, and/or adds information not foundelsewhere.The reader should become aware of the wealth of information available onthe electronic media, e.g., Coast Guard and Auxiliary Internet sites. Ifcannot tap these sources, there is probably someone in a Flotilla whoserves as the Flotilla Web-monitor. Web sites are also great places toask questions, to share information, and to get answers. The Internet isthe future for instant communications for Team Coast Guard and othergovernment agencies.iii

CHAPTER 1.A.B.FLOTILLA ADMINISTRATIONTHE CHALLENGE1.THE FLOTILLA is the heart and soul of the U.S. Coast GuardAuxiliary. Every member of the Auxiliary belongs to a flotilla.Even the National Commodore (NACO) must maintain an annualqualification within the flotilla as a Vessel Examiner (VE),Instructor (IT) or in Operations. This concept keeps the spiritof the flotilla ingrained in all Auxiliary members no matter whatposition they currently hold.2.The volunteer members of the Auxiliary flotilla present aleadership challenge. The flotilla is the basic organizationallevel where policies and programs are transformed into action.There can only be one Flotilla Commander (FC). The FC does nothave the authority to 'hire and fire'. The Flotilla Commander'ssuccess depends on the willingness of the members to initiate andprofessionally complete flotilla programs. Directions given by theFC must conform with the established rules and policies of TeamCoast Guard.3.On the other hand, the members of the flotilla must realize thatwhen they volunteer for a task or job they have an ethicalobligation to complete their part of the bargain. Staffpositions, committee memberships, etc. are not honorary. Theyare there to accomplish a particular portion of the overall TeamCoast Guard mission. With a CAN DO attitude on the part of all ofthe members The Flotilla will be successful.THE PEOPLE1.Flotilla Leaders (Elected Officers). Each year, after theDivision elections and before December 15, the flotilla elects thenext Flotilla Commander and the Vice Flotilla Commander.(Qualifications for these offices are in AUXMAN, App. 4A)Election procedures are described in the Standing Rules (app.).Elected officers, in extreme circumstances, may be removed by voteof the members.a.The Flotilla Commander (FC) provides primary leadership andsupervision to the flotilla. The FC is responsible to assurethat the overall flotilla program conforms to the Coast Guardand Auxiliary policies and procedures.b.The Vice Flotilla Commander (VFC) has the primaryresponsibility for unit administration and coordinationbetween staff members. The VFC is essentially the Chief ofStaff for the flotilla.c.Elected officers should become very familiar with theAuxiliary Manual (AUXMAN). It will pay dividends for the FC,VFC and staff officers to bring their copies of the AUXMAN andthis Flotilla Procedures Manual (FPM) to the first staff1-1

meeting to ensure that they have up-to-date manuals to consult.2.Flotilla staff(Appointed Officers).a.Immediately after the election the FC should appoint a staff.These appointments must be reported to the Coast GuardDistrict Director of Auxiliary (DIRAUX) on CGAUX-15 (AnnualUnit Officers Report) not later than 31 Dec. A copy must alsobe provided to the Division Captain (DCP). This insures thatthe DIRAUX and the Division have the necessary information tostart working with the new officers. If there are unfilledjobs send it in anyway. The list can be added to or changedby using CGAUX-38 (Change of Office Holder Report). This veryimportant step insures the right people start receivinginformation.b.The Auxiliary cornerstones were revised in 1997. They areshown here with the associated staff functions shown inparenthesis. These staff functions are detailed, in thismanual, in Ch. 5 and in the AUXMAN Ch.4, par.F.1)2)3)4)Member Services (includes FN, IS, MA, PS(was MR), MT, PA,PB, and SR).Recreational Boating Safety (MV, PE, and VE).Coast Guard Support (AN, AV, CC, CM, MS, and OP).Fellowship.c.Flotilla Commanders are to appoint a Flotilla Staff Officer ineach of the following internal functions: FN, IS, MA, MT,PS(MR), PA, PB, and SR. In addition a Flotilla Staff Officeris to be appointed in at least one of the external programs inRecreational Boating Safety and/or Coast Guard Support--(AN,CC, CM, MV, OP, PE, and VE). Each flotilla should be involvedin at least one external program. No staff officer need beappointed to a program not being undertaken by the flotilla.The flotilla members should meet and decide which programsthey will support.d.Staff members are usually appointed for a year. A re-electedFC can choose to retain the same staff or selectively changestaff appointments. Even if there are no officer changes aCGAUX-15 must be sent to DIRAUX before the new year.REMEMBER-all changes during the year are reported on theCGAUX-38.e.Staff duties implement and carry out existing policies. Theflotilla staff does not make policy. However, staff membersmay recommend changes to policy within the guidelinesestablished by the Standing Rules, the AUXMAN and applicableCommandant and Auxiliary National Executive Committee (NEXCOM)directives.f.Staff officers should check Auxiliary Member Forms Guide(ANSC# 2005) and become familiar with the reports required intheir area of responsibility. Actual forms are shown andexplained in detail. If a form is not available in theflotilla the FC or FSO-MA can order it from the AuxiliaryNational Supply Center (ANSC). Orders may be placed by E-Mailor regular mail. Forms are on the Auxiliary Web site(http://www.cgaux.org). Forms may be downloaded and copieduntil a supply arrives from the ANSC.1-2

g.Many flotillas have separate staff meetings some time prior tothe regular meeting. This allows them to settle problems anddevelop recommendations prior to the general meeting. The VFCshould preside at these meetings.h.An astute staff officer will always be on the lookout forother members who have a genuine interest in their staff area.These interested members should be treated as potential staffofficers. They can be trained to assist in the function and,when appropriate, fill in for appointed officers in theirabsence. Flotillas that use this approach will find they havetalent that they never knew existed.NOTE---You will see staff officer symbols in double parenthesis in thetext. ((FSO-SR, FSO-OP, etc.)). These are staff officers that might beconsidered for coordination in order to improve the chances of success.They are not all-inclusive and are only to remind that there are otherjobs that interface with most tasks.3.Committees.a.b.c.C.The FC may appoint committees as needed.1)Budget Committee.2)Audit Committee.3)Boat Show Committee.4)Safe Boating Week Committee.5)Fellowship Committee.6)Nominating Committee.Some examples are:The FC must be sure the committee members know:1)The designated chairperson and length of time committeewill operate.2)To whom the committee reports (FC or VFC).3)What the committee is chartered to do. (Leave no doubt asto the scope of the committee's duties.)Committees that will be permanent or 'standing committees' mayhave their duties stated in the flotilla Standing Rules (App.1A).THE TASKS1.The first task that the flotilla has every year has already beencovered. That is -- elect the leaders, appoint the staff and getthe CGAUX-15 to the DIRAUX and the DCP. It is hard to describethe hardship that a flotilla imposes on itself when this start-uptask is not completed by the first of the year. Changes andadditions are submitted on CGAUX-38 as they occur.1-3

2.The second task that needs to be accomplished is the transfer offinances and equipment from the outgoing FC to the incoming FC.The CGAUX-23 (ANSC# 7025) (Financial Report of an Auxiliary Unit)must be completed and in the hands of the DCP by 31 January eachyear. If there is no change of FC the report is still required.Failure to meet this timeframe could result in an audit directedby the District Commodore (DCO). This report is theresponsibility of the outgoing FC. Realistically it will be ajoint effort in-order to meet the time frame. A completediscussion of finances is in the AUXMAN, Ch. 5. Every auxiliarymember should read this discussion at least once.3.No flotilla shall be permitted to incorporate. Those presentlyincorporated or having corporations shall be required to liquidateor merge with their authorized and approved District corporationby January 1, 2000. Corporations are in a state of change. TheAUXMAN, Ch. 5, discusses the situation. Until dissolved ormerged, existing corporations are subject to the same reportingrequirements stated above for the flotilla. Questions should bedirected through the DSO-L and DSO-Finance.4.The third order of business should be to develop the overallflotilla program. The location of the flotilla will dictate thetiming and content of the program. The program should bedeveloped and presented to the members early in the year. AUXMAN,Ch. 8 contains many good ideas and AUXMAN Ch. 2 containsdetailed discussion of the required steps and timeframes todevelop flotilla goals. AUXMAN Ch. 8 and Ch. 2 should be readprior to program development.a.Public Education. ((FSO-PE, FSO-MA, FSO-PA, FSO-FN, FSO-MT)).This program should be set up and continually updated 6months in advance. The courses, their duration, generallocation etc. should be included. Flotillas should considerteaching a minimum of two full courses each year. Morecourses should be advertised and taught if flotilla resourcespermit.b.Facility Inspections. ((FSO-VE, FSO-OP, FSO-CM)). Should bestarted as soon as local conditions allow. The form CG 2736(Facility Inspection/Offer of Use) and/or CG 2736A (RadioFacility Inspection/Offer of Use) should be provided to theowners prior to the inspection. This allows them to make suretheir preparation is complete. Necessary requests for a waiverof inspection should be completed as soon as the requirementis known. (AUXMAN, Ch. 3).c.COURTESY MARINE EXAMINATIONS (CME) ((FSO-VE, FSO-PA, FSO-MT)).Establish a strong program. The more people educatedone-on-one the safer the boaters will be. The program shouldstart as soon as weather permits. Safety check sitelocations, such as marinas, launch ramps, shopping centers,etc., should be determined and publicized. Considerationshould be given to scheduling CMEs in the same way thatpatrols are scheduled. Designate the day, the place and thecrew. Then hit the ramps and ask "Have you had your annualsafety check this year?"d.((FSO-CC, FSO-PA)). Check with schoolsAIM and RAP Programto determine when they hold Career Nights and make plans toattend. Meet with and provide information to school1-4

counselors and Coast Guard recruiters. Consider booths atother places. Possible sites are the Mall during schoolbreaks, boat shows, automobile shows, health fairs, etc.D.e.Safe Boating Week ((FSO-PA, FSO-MV, FSO-VE, FSO-OP, FSO-PS)).A National Safe Boating Week is designated before MemorialDay each year. Those flotillas in the colder climates maywant to consider delaying their major effort until just priorto the start of the boating season in their area. This willmake maximum use of the flotilla energy at the right time. Inother areas this should be a maximum effort to reawaken thesafety instincts of the boating public.f.Workshops ((FSO-OP, FSO-VE, FSO-PE, FSO-SR, FSO-IS, FSO-MT,FSO-AN)). Workshops are required by the Coast Guard for annualcertification in various specialties. Hold them early andsubmit required reports on time. Failure to attend theseworkshops can trigger a suspension of qualification until therequirement is met.g.Operations ((FSO-OP, FSO-AN, FSO-CM, FSO-PA, FSO-MT)). Theannual program should provide a projection of operationalactivities. Early planning should include the numbers ofsafety patrols, ATON verification patrols, chart updatingmissions, number of facilities and qualified crew available,etc. Shortfalls in any areas should be identified earlyenough to train replacements, order and receive materials, andmake alternate plans. Develop, review and update the FlotillaEmergency Plans. Have the plans been tested lately? Testingthese plans would make a wonderful practical exercise.h.Member Training ((FSO-MT, FSO-PS, FSO-PA, FSO-PS, FSO-all)).Skills must be upgraded, new members recruited and trained,AUXOPs qualified, and old members requalified etc. An activeand imaginative training program is the number one way tomaintain member interest and attract new members. The FC hasthe responsibility to insure a definite and vigorous programexists.i.Marine Safety and Environmental Protection (MS). This is anew program and is still being defined. It could be handleddifferently in each District. How the individual flotillawill organize to support this program will be determined bythe DCO based on Memorandums of Understanding with the CoastGuard. The FC will check with the DCP and DCO to determinehow the program is to be handled in the flotilla area. Withthis guidance the Flotilla may then build a program.j.Personnel Services (PS) Formerly known as Member Resources(MR). App. 1D of this chapter has sample program plans. NEWmember recruiting and trained member retention are our lifeblood. Make this a strong program.FINANCES1.Dues. The Auxiliary is a non-profit organization. It requiresmoney to operate. Money is needed for administrative costs,supplies, publications, station maintenance, public education1-5

materials, etc. Much of the money is raised through thecollection of dues. The membership will have final approval of theamount of the dues. Members may also vote to assess dues on asliding scale for new members that join during the year. Thesedues are collected annually by the FSO-FN and a portion is sent tosupport the Division/District/National organizations.E.2.Other sources of funds. In addition to dues, the flotilla willreceive money from the sale of public education materials (Thisincome must be utilized for the public education program; itcannot be redirected to other uses) and the authorizedadministrative fees. From time to time the members may vote aspecial assessment to cover a particular item of expense. Specialassessments should be considered very carefully and only used whena strong special need exists. Donations to the flotilla is asensitive area. AUXMAN, Ch. 5, par. G should be read andunderstood by all flotilla officers. If the