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Director of Auxiliary Fifth District - Northern Region Elected Officer Training

Director of Auxiliary Fifth District - Northern Region Elected Officer Training. Commander (dpa-n) FIFTH COAST GUARD DISTRICT ONE WASHINGTON AVENUE PHILADELPHIA, PA  19147-4395 D5NR Website: www.5nr.org . REV 01/2013. What is DIRAUX?.

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Director of Auxiliary Fifth District - Northern Region Elected Officer Training

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  1. Director of Auxiliary Fifth District - Northern Region Elected Officer Training Commander (dpa-n) FIFTH COAST GUARD DISTRICT ONE WASHINGTON AVENUE PHILADELPHIA, PA  19147-4395 D5NR Website: www.5nr.org REV 01/2013

  2. What is DIRAUX? • The Director of Auxiliary (dpa-n), working together with the Auxiliary District Commodore (DCO), the Auxiliary, Coast Guard Area and District Staffs, Coast Guard Operations and Administrative Commands, Auxiliary Board and Staff, is responsible for administering, coordinating, facilitating, supporting, advocating, advancing, arbitrating, and overall execution of the Auxiliary program within the district. The Director serves as the adviser to the District Commander on all Auxiliary matters and is the District Commander’s direct representative. The Director receives program policy direction from the Chief Director of the Auxiliary (CHDIRAUX) located at Coast Guard Headquarters.

  3. DIRAUX – Functional Structure District Five Commander Portsmouth, VA (d) RADM Steven Ratti CG Headquarters Office of Auxiliary and Boating Safety CG-BSX CAPT Thomas Boross Sector Delaware Bay (Sector Commander) CAPT Kathy Moore Chief of Prevention(dp) CAPT Gregory Case Policy Operations/Readiness Operations, Policy, Administration DIRAUX (dpa-n) D5 Northern Region CDR Johns DCO D5 Northern RegionCOMO Ken Brown

  4. Director of Auxiliary (DIRAUX) DIRECTOR CDR Terry Johns PH# 215-271-4932 • Policy • Coast Guard Awards • Public Affairs • OPERATIONS TRAINING OFFICER CWO4 Sean McGarigal PH# 215-271-4934 • Boat Crew Qualification Program     • DamageClaims • Facility Inspections • QE Qualification Program     • Team Coordination Training • POMS Administrator • ADMINISTRATIVE AFFAIRS SPECIALIST • GS Elizabeth Kain • PH# 215-271-4937 • Administrative Data • AUXDATA System • Injury Claims • Member Service Awards • Performance Service Awards • PSI Processing

  5. Director of Auxiliary (DIRAUX) STOREKEEPER SK2 Dwayne Ellis   PH#  215-271-4858 • Property • Supplies and Materials • Travel Orders/Claims • Training Requests YEOMAN YN3 Lucas Usticke PH# 215-271-4933 • Course Completions • Disenrollments • Enrollments   • Qualifications • Re-Certifications • Retirements • Specialty Courses • Transfers • Assistant Boat Crew • Qualification Program • Coordinator • Aux Lee Crossman • PH# 215-271-4936 • BCQP Qualifications • QE Review

  6. Fifth Northern Region Auxiliary DIRAUX Auxiliary Sector Coordinator (ASC) Matthew J. O’Brien, Jr. District Commodore (DCO) Kenneth E. Brown, Sr. Auxiliary Unit Liaison Officers (AUXULO) District Planning (D-PL) Norman L. Fehr, Jr. District Chief of Staff (DCOS) Kevin C. Murphy District Staff Officer Legislative/State Liaison (LLO/SLO) DE – NJ - PA District Staff Officer Legal (DSO-FN) Robert J. Perrone District Staff Officer Legal (DSO-LP) Martin C. Mooney District Captain West (DCAPT-W) Barry M. Kyper District Captain Central (DCAPT-C) David J. Clendening District Captain East (DCAPT-E) Douglas L. Smith Division Commander (DCDR) ------------------------------------ Division 5 Division 11 Division 14 Division 15 Division Commander (DCDR) ------------------------------------ Division 1 Division 2 Division 4 Division 6 Division 10 Division 12 Division Commander (DCDR) ------------------------------------ Division 3 Division 7 Division 8 Division 13 Division 16

  7. District Chief of Staff (DCOS) Kevin C. Murphy District Directorate ChiefLogistics (DDC-L) Dianne M. Bossler District Directorate ChiefPrevention (DDC-P) Alfred O. Grimminger District Directorate ChiefResponse (DDC-R) Bruce J. Long District Staff Officers (DSO) ------------------------------------ Communication Services (CS) Diversity and Civil Rights (DV/CRC) Personnel Services (HR) Information Services (IS) Publications (PB) Secretary/Recorder (SR) District Staff Officers (DSO) ------------------------------------ Marine Safety (MS) Member Training (MT) Navigation Systems (NS) Public Affairs (PA) Public Education (PE) RBS Participating Visitor (PV) Vessel Safety Check (VE) District Staff Officers (DSO) -------------------------------------- Aviation (AV) Communications (CM) Operations (OP)

  8. Awards and Corrective Action CDR Terry Johns

  9. Our Auxiliary is a Diverse Volunteer Organization with Boundless Talent and Endless Dedication that exemplifies our Core Values of:Honor Respect Devotion to DutyAuxiliarists have different life experiences…some worked in teams….. some were entrepreneursSometimes, Good Order and Discipline must be applied to maintain effectiveness and fairness Corrective Action

  10. AUXMAN Chap 3. Section F. http://www.uscg.mil/hq/cg3/cg3pcx/publications/AUXMAN_annotated_022_12.pdfAuxiliary administrative discipline is meant to:1. Correct inappropriate behavior. 2. Maintain good order throughout the organization. 3. Be conducted at the lowest Auxiliary organizational level that circumstances allow. 4. Be carried out by the Auxiliary organization itself to the maximum extent possible.“Auxiliarists may be subject to various administrative actions including disenrollment from the Auxiliary. Such administrative actions may be initiated when Auxiliarists fail to abide by the governing policies established by the Commandant.” Corrective Action

  11. EIGHT BASIC RULES TO LEAD BY:1. Communicate effectively, appropriately and often2. Keep “issues” at the Lowest Level (try to resolve the issue individual to individual)3. Address the issue timely yet allow “cool heads” to prevail4. FEEDBACK - Provide the member a reasonable expectations of solution and resolution (and FOLLOW UP!) 5. If Necessary, consistently apply the Appropriate Level of Correction Lesser infractions warrant lesser actions6. Always Follow the Chain of Leadership and Management7. Use your References - Auxiliary Man. Chap 3, D5NR Policy Man. Chap 5, Mentors, DSO-LP Corrective Action

  12. MEMBER ENTITLEMENTS- A “fair shake” (Not a judicial process)- Progressive administrative action- An investigation of facts and circumstances (No lawyersand members can do their own research)- Due consideration of length of their prior Auxiliary service- Due consideration of nature of their prior Auxiliary service- An appeal opportunity Corrective Action

  13. Corrective Action INVESTIGATIONS When it is suspected that an Auxiliarist significantly breached policy and the issue can’t be rectified at the lowest level andPrior to instituting any disciplinary action, an investigation is used to determine surrounding facts and circumstances. * member kept apprised of all aspects of associated proceedings Chap 3.F.2 - Any member of Coast Guard Forces (active duty, Reserve, Auxiliary or civilian employee), who believes an Auxiliarist has violated the governing policies established by the Commandant, may make a request for a preliminary investigation. A request must be clear in its intent and substance in order to be actionable …Moreover, a request for investigation does not in and of itself guarantee the conduct of an investigation. A unbiased Investigating Team will be designated & Time lines followed to ensure resolution. * DIRAUX can provide sample investigation officer designation letters

  14. Corrective Action RESPONSIBILITY Notification requirements per AUXMAN e.g. Leader has 7 days to determine if investigation warranted, up to 60 days for the investigation, 15 days to draw conclusion based on findings (with DSO/LP guidance), then 5 days to notify member of outcome. Ensure documentation of entire incident and confidentiality maintained of the entire process. Auxiliary leaders have authority to carry out disciplinary actions for informal matters upon completion of appropriate investigation (if warranted). Actions may include – a. Counseling Session b. Suspension of web privileges c. Letter of Caution * All should be documented and must state exact infraction, manner of violation, any disciplinary option (and length of time) and appeal process.

  15. Corrective Action Informal vs. Formal Discipline AUXMAN Chap 3.G-H. Informal Disciplinary Actions – minor violation of Coast Guard or Auxiliary policy has occurred. Meant to document and address the commission and correction of violations. Formal Disciplinary Actions – major violation of Coast Guard or Auxiliary policy has occurred. AUXMAN lists infractions and disciplinary options. Examples include- Violations of core values in the conduct, disruptive influence of Auxiliary business, Flagrant and/or repeateduniform or grooming violations, Unintentionally compromising or mishandling CG/Aux exams, privacy act info, or sensitive official docs, unwarranted violations or abuse of the chain of leadership.

  16. Corrective Action RESPONSIBILITY Formal Disciplinary Matters also listed in AUXMAN and include – Discredit to the CG/AUX, whether assigned to duty or not (violation of the Commandant’s zero tolerance policy on drug/alcohol Abuse), Refusing to follow regulations for the wearing of the Aux uniform or insignia, misrepresentation as a CG employee, or flagrant or repeated misuse of rank, titles, or insignia, Misuse of CG/Aux funds or property/use of CG or other govt property without proper authority, repeated actions prejudicial to the good order of the Aux or pgms, failure to follow appropriate civil rights laws, the COMDTs Equal Opportunity Policy Statement, and/or the COMDTs Anti-Discrimination and Anti-Harassment Policy Statement. DCO and or DIRAUX may issue Letter of Reprimand. DIRAUX (only) may Disenroll and Suspend activities. * In most circumstances, Members have the RIGHT TO APPEAL decisions through the COLM !

  17. Corrective Action

  18. SO WHAT DOES IT ALL MEAN?- Reasonable expectations on both sides of the problem- Auxiliary Membership is a Privilege…not a Right. Policies are in place to be followed to our best ability. - We all expect the Coast Guard’s CORE VALUESHonor, Respect, Devotion to Duty- We all expect each other to act like leaders - Fair, Just, Considerate, Respectful, Mature, Professional, Tolerant- For questions, seek guidance from the COLM, DSO-LP and DIRAUX.Have FUN! But not too much fun ! Corrective Action

  19. AWARDS • A. GUIDELINES • SUBMISSION PROCESS • INFORMAL and Other types of RECOGNITION • REFERENCES Aux of the Week

  20. Award Guidelines 1. Submission - Any Auxiliarist may submit an award recommendation for an individual Auxiliarist or a team of Auxiliary members. 2. Approval - The D5NR Awards Board /EXCOM approves all awards. 3. Applicable criteria must be met and all activities must be entered into AUXDATA by 31 December of the award year in order for a nominee to be considered.

  21. Submission Process Formal Award recommendations must be submitted to the D5NR Awards Board via the Chain of Leadership and Management (COLM). • Electronic Submission is preferred to ensure timely and efficient feedback • Use Your References to ensure compliance with – TYPE, LEVEL, FORMAT, WORDING • Document CAUSE and EFFECT….NOT JUST STATISTICS

  22. GOOD –VS- BAD CONTENT • Bad – (no meat) “Wendell exhibited extraordinary skills that overcame all obstacles and reached unsurpassed levels of excellence and heroism in all duties and actions.” • Good – (meat and potatoes) “ Wendell successfully completed over 700 Vessel Safety Checks and achieved the second highest number of Vessel Safety Decals issued in the entire District. His efforts resulted in the advancement of the boating public’s knowledge of water safety that resulted in the first downward trend of accidents in three years.”

  23. Submission Process (cont’d) • Complete Citation iaw format in Awards Primer and/or CG Awards Manual. Each award level has a different format. • Complete Coast Guard Award Recommendation Form (CG-1650) found on the web site: http://www.uscg.mil/forms/cg/CG_1650.pdf • A Summary of Action is required for recommendations for the Auxiliary Commendation Medal and higher; and is optional for recommendations for the Auxiliary Achievement Medal and lower. • Award recommendations should be submitted at least 90 days prior to the desired presentation date.

  24. OTHER RECOGNITION • Did YOU KNOW ……… • AUXILIARISTS are included in many CG Award Opportunities ie. • Public Affairs Awards • Engineer Awards • Intelligence Awards • CG Foundation Award Dinner • Commodore Greanoff Inspirational Leadership Award AND MANY MANY MORE ! In FACT, if AUX isn’t mentioned in the CG Medals and Awards Manual and you think it applicable, ASK DIRAUX TO CHECK

  25. INFORMAL RECOGNITION AUXILIARIST OF THE WEEK – Nominee should be an Auxiliarist whose performance not only exceeds expectations but also serves as an inspiration to other members. SINGLE ACTION AWARDS – Nominee should be an Auxiliarist whose single action is worthy of credit but that does not meet the minimum standards of formal recognition.Each recipient will receive a pen with D5NR logo AUXILIARY DISTRICT 5 NORTHERN REGION SPECIAL RECOGNITION AWARD: A plaque (or marlinspike knife for operations) will be presented by DIRAUX/OTO to individual (s) or a team that performed above the norm to accomplish a common goal. Keep those nominations coming…EMAIL IS ALL IT TAKES FOR INFORMAL AWARDS…..it’s EASY AND BUILDS MORALE !

  26. MEMBER CREDIT • Formal Awards are captured in AUXDATA and recorded in the member’s service record. • Informal Awards are not captured in AUXDATA but are recorded in the member’s service record. • A copy of any award received by a member from a CG Unit other than their own COLM must be forwarded to DIRAUX to ensure proper credit. • Award recommendations intended to recognize operational achievements or direct support to an ACTIVE DUTY UNIT should be initiated by the local command and approved by their military Chain of Command (COC) as required.

  27. Relationship Between Coast Guard and Auxiliary Medals

  28. WEB SITES ALL BOOKLETS AND DIRECTION CAN BE FOUND ON THE LISTED WEB SITES: Award Writing – • http://www.5nr.org • http://uscg.mil/auxiliary/awards/ • http://www.uscg.mil/directives/cim/1000 1999/CIM_1650_25D.pdf • Award Forms – • http://www.uscg.mil/forms/cg/CG_1650.pdf

  29. Your 3 PRIMARY REFERENCES For Successful Leadership… “and great pillows too!” • Coast Guard Auxiliary Manual, COMDTINST M16790.1G • D5NR Policy Manual, D5INST M16791.1D • Auxiliary Operations Policy Manual, M16798.3E

  30. Director of Auxiliary Fifth District - Northern Region Elected Officer Training Commander (dpa-n) FIFTH COAST GUARD DISTRICT ONE WASHINGTON AVENUE PHILADELPHIA, PA  19147-4395 D5NR Website: www.5nr.org

  31. Budget and Finance • Standard Maintenance Allowance • (SAMA) •  Travel Claims • Damage Claims • Property

  32. BUDGET BASICS • DIRAUX Annually receives approximately $330K plus fuel $$ to support CG Auxiliary Initiatives • Includes equipment, travel, PPE, training • Aux District Budget devotesapprox $126K for similar programs

  33. Standard Auxiliary Maintenance Allowance (SAMA) What is SAMA? • SAMA is a program intended to reduce the maintenance costs incurred by Auxiliarists. • This year D5NR should receive $90,000.00 • Proper maintenance is necessary to ensure the safe operation of all vessels.

  34. How much will I receive from the SAMA program? • SAMA reimbursement is based on the length of your vessel, the number of engines and the horsepower of each engine. The table at the end of this segment shows the hourly rate of reimbursement. • Because SAMA rates differ between single engine and twin engine vessels of the same size, a calculation is required to identify the amount of time both engines were operated to ensure fair distribution of SAMA funds. To find out how much SAMA you will receive combine the hours of both engines and divide the total hours by two.

  35. SAMA SURFACE FACILITY REIMBURSEMENT RATES

  36. RECOMMENDED MANUFACTURER'S MAINTENANCE SCHEDULE • 50 Hour Maintenance • Change Engine Oil • Replace Oil Filter • Lubricate Propeller Shaft • Check Water Pump & Alternator Belts for Tension • Check All Electrical Connections for Tightness • Replace Carburetor Fuel Inlet Filter • Inspect Propeller for Possible Damage • Check All Electrical Connections for Tightness Continued on next page…

  37. RECOMMENDED MANUFACTURER'S MAINTENANCE SCHEDULE • 100 Hour Maintenance • Check Cooling System Hoses & Connections for Leaks • Tighten Engine Mount Fasteners • Lubricate Throttle & Shift Linkage Pivot Points • Check for Loose, Damaged or Missing Parts • Change Water Separating Fuel Filter • Check Battery Electrolyte Level • Inspect Zinc Anodes, Replace When Necessary • Check Exhaust System for Leaks • Inspect the Fresh Water Pump & System

  38. Why didn't I receive SAMA? • Coxswains should automatically receive SAMA for their vessel within a couple weeks of completing orders • SAMA payments may be suspended if funding for your region is exhausted prior to September 30th. Payment of SAMA may resume with the next patrol processed if additional funding can be obtained during the same SAMA cycle. • Once funding is available for the next SAMA cycle, on or about October 1st, payments will begin for patrols conducted during the new SAMA cycle.

  39. A Bad Day in Paradise

  40. Auxiliary Damage Claims • AUXILIARY CLAIMS HANDBOOK, Encl. (1) to MLCLANTINST 5890.3A of 27 MAR 98 The Auxiliary Claims process involves settlement of claims for damage to Auxiliary facilities and equipment that occurs while operating under patrol orders and traceable to a patrol cause.

  41. Auxiliary Damage Claims Process • An Auxiliarist whose equipment or facility was damaged while on an Auxiliary patrol under reimbursable or non-reimbursable patrol orders issued by competent Coast Guard authority should notify the operational commander of such damage within twenty-four hours of occurrence. (The “operational commander” is the Coast Guard order-issuing authority as Sector Del Bay or CGAS A-City) • The Auxiliarist should also notify the appropriate Director of Auxiliary (DIRAUX) within forty-eight hours of the loss or damage. The Coast Guard operational commander will mail a damage claims package to the Auxiliarist after the Auxiliarist notifies the operational commander of the damage.

  42. AUXILIARY CLAIM PROCESSResponsibilities • AUXILIARY CLAIMANT 1. On patrol under orders and facility is damaged. 2. Notifies operational commander of damage (within 24 hours of occurrence). 3. DOES NOT file orders for reimbursement or commence repairs. (POMS Orders)

  43. AUXILIARY CLAIM PROCESSResponsibilities • OPERATIONAL COMMANDER 1. Acknowledges report of damage and tells Auxiliarist the name of the investigating officer. 2. Forwards auxiliary claim package to claimant. 3. Upon notification, assess, photograph, and document the damage to the facility. If this cannot be done immediately, arranges for inspection at earliest possible date.

  44. AUXILIARY CLAIM PROCESSResponsibilities • AUXILIARY CLAIMANT 1. Fills out claim form, signing last page. 2. Attaches patrol orders, required estimates, and all supporting documentation. 3. Returns the completed Auxiliary claim package to the operational commander.

  45. AUXILIARY CLAIM PROCESSResponsibilities • OPERATIONAL COMMANDER 1. Receives and date stamps Auxiliary claim package. 2. Reviews Auxiliary claim package and determines how claim will be processed. If the operational commander determines a LIR is required, appoints an IO to complete one at this time. 3. Authorizes payment of reimbursable patrol expenses and forwards orders for payment. 4. Upon completion of ROI or LIR (if required), determines if claim is in accordance with all applicable directives. 5. Authorizes repairs or executes RIK, if claim is $200.00 or less. 6. Forwards the completed auxiliary claim package to DIRAUX. 7. If the claim is to be denied, in whole or in part, send days advance notice to the Auxiliarist to provide the opportunity for additional explanation.

  46. AUXILIARY CLAIM PROCESSResponsibilities • AUXILIARY CLAIMANT 1. Repairs facility. 2. Submits Report of Completion of Repairs to operational commander

  47. AUXILIARY CLAIM PROCESS • DIRECTOR OF AUXILIARY 1. Endorses Auxiliary claims package and forwards to MLCLANT (lc) for settlement action. KEY NOTE !!! MLC determines coverage based on: Depreciated Value of the equipment Percentage of Auxiliary Useage Proof on Maintenance and Ops (Log Book)

  48. Property • DIRAUX supplies various items to the Auxiliary that must be accounted for at the unit level. All USCG Property must be accounted for on the Admin 7 forms yearly. Once these items are no longer in use by the member assigned, they must be returned to DIRAUX. • You could be held liable for the loss of Government Property. An investigation may ensue. • DCDR’s should designate an Auxiliarist Property Custodian to assist with accountability.

  49. CG Owned Accountable Property Some auxiliary units do have Coast Guard owned accountable property items assigned to them such as: • Projectors/laptop computers • CG owned Radio equipment • Rescue manikins These items must also be accounted for yearly and are subject to random audits.

  50. DIRAUX Issued PPE (Persoanl Protective Equipment) for Boat Crew Personnel • Accountability: After DIRAUX issues out a piece of Personal Protective Equipment (PPE), it shall be up to the member to account for these items. Personally issued items such as PPE should not be recorded on the Flotilla’s Property listing or reported annually on the 5NR-ADMIN-7 form. DIRAUX does not keep a master listing of who received what PPE. AF Form 538, Personal Clothing and Equipment Record, should be used by members to keep track of what PPE has been issued out to them. This form is also used for an annual verification and should be maintained for as long as the member is a participant in the Boat Crew Operations program. If a member no longer participates in the program, all returnable items in serviceable condition shall be turned in to the Flotilla Commander for redistribution. The AF-538 form and DIRAUX supplied equipment is available on the 5NR.org website at: http://www.5nr.org/downloads/operations/AF Form 538.pdf

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