USCGA – Division 10 (1SR)



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USCGAUX – Division 10 (1SR)

Division Commanders and Staff Meeting Minutes (2013-12-18)

Table of Contents

Minutes

Attendance 3

Opening 3

Purpose of Meeting……………………………………..…………………3

Monthly Meeting Door Prize 3

Brainstorming Increasing Meeting Attendance 4

Presentations at Division Meetings ………….……………………………4

Committees 5

Dress Code…..…………………………………………………………….5

SO Assistants 6

SO – FSO Meetings 6

Dissemination of Information 6

Submittal of SO Reports...……………………………………………. …..7

Cross Training………………………………………………………….…..7

The Meeting’s Presentation………………………………………………..8

Awards……………………………………………………………….……8

Calendar – Upcoming Events…………………………………….………..8

Adjournment…………………………………………………… 9

Fellowship……………………………………………….… 9

Meeting Location………………………………………………………….9

Attendance

Fred Simmons, Gus Formato, Kevin Leeds, Mary Prusko, Kevin Fear, Helen Glass, Patricia Espejo, “Bing” Crosby Kearsley, Salvatore Bio, Pat Ermilio, Bob Martone, Renee Carley, Marjorie Korteweg, Michelle Rollino, Dan McGlynn, Al Olsen, Bruce Pugh, Sal Arico, Peter Byrne, Barbie Mason, Andrew Ferguson, Bridget Benjamin, David Wright, Keith Massey, Jim Longo, Dickson Poralta, Bob Dellon

Opening

• The meeting began at approximately 1945 hours.

• The Pledge of Allegiance was led by DCDR Fred Simmons.

• A Prayer was given by DCDR Fred Simmons.

Purpose of Meeting

• DCDR Fred Simmons explained that the meeting was a Commanders and Staff Meeting as communicated in the Meeting Agenda previously issued and that the purpose of the meeting was to commence the process of setting the Division’s Agenda for the Calendar Year 2014.

Monthly Meeting Door Prize

• DCDR Fred Simmons reported that as part of the general effort to increase attendance at the Monthly Division Meetings a cash door prize is being inaugurated with tonight’s meeting. The ground rules are:

➢ $1.00 per ticket and limit of one ticket per person if you want to participate.

➢ At the conclusion of the meeting a ticket number will be drawn and 100% of the cash collected will be awarded to the successful ticket holder.

➢ You have to be present to win.

➢ The money cannot be donated back to the Division; it must be taken by the winner as a means of maintaining a level playing field for all participants.

Brainstorming Increasing Division Meeting Attendance

• DCDR Fred Simmons solicited suggestions for ways of increasing attendance at Monthly Division Meetings – general discussion offered the following (Commanders and Staff are encouraged to email additional suggestions to the VCDR Michelle Rollino for coordination):

➢ FCs should bring along their VFC on occasion.

➢ Shorten the meetings, start on time and get to the point.

➢ Enforce “Robert’s Rules of Order” to maintain the flow and order of the discussion/meeting.

➢ If an SO Report has been submitted electronically the SO should not read the report, the DCDR/VCDR should just ask if the SO has any comments to add.

➢ Discussion should focus on an exchange of ideas (i.e., “Best Practices” that might benefit other Flotillas, future plans, etc.).

➢ Members that do not routinely attend Division Meeting s might attend if they knew they were to receive an award – when an award is to be presented (e.g., 10 year award) the FC should be provided a “heads-up” so the FC can coordinate with their Member to attend; a “Photo Op” should accompany the award presentation.

➢ Provide a report of what transpired at quarterly District Meetings.

Presentations at Division Meetings

• DCDR Fred Simmons reported that there will be a brief 10-15 minute presentation at each Monthly Division Meeting starting with the February Meeting (the January Meeting is the COW):

➢ The Flotilla assigned to provide refrehments will also be the Flotilla making the presentation (February is Flotilla 10-04).

➢ The presentation can be made by anyone tasked by the FC of the Flotilla assigned to make the presentation.

➢ The topic of the presentation will be selected by the FC making the presentation with the intend of proving information that will be educational/benfit to others (e.g., explanation of orgainizational roles/responsibilities, briefing on a policy/procedure, “Best Practices” - specific examples might include 10-20’s flight simulator program, 10-13’s Thursday night training program.

Committees

• DCDR Fred Simmons noted that Committee structure would evolve in 2014 to the following:

➢ There will be a representative from each Flotilla on each Committee which will broaden the representation and add to meeting attendance – generally speaking the representative should not be the FC.

➢ Each Committee will elect their own Chairperson.

➢ FC should send the name of their Committee representatives to VCDR Michelle Rollino as initial POC for coordination.

➢ Discussion resulted in the identification of the following Committees, more may be identified going forward:

❖ Standing Committees:

▪ Aviation

▪ Emergency Planning

▪ NJ State Liaison

❖ Awards

❖ Fund Raising

❖ Good & Welfare

❖ Special Events (Fellowship) which should strive to organize an event at least quarterly.

➢ “Cleanup” was discussed as a Committee but the general consensus was that except for the Monthly Meetings where everyone tends to pitch in, cleanup would be coordinated as part of the “Special Events” coordination/logistics on a special events-by-special events basis.

Dress Code

• DCDR Fred Simmons emphasized Commanders/SOs must come to Division Meetings in proper “Uniform of the Day”. Per organizational structure, “uniforms” comes under HR therefore SO-HR Mary Prusko is tasked with responsibility of informing DCDR Fred Simmons what the “Uniform of the Day” should be (which will be noted in the Division Meeting Agenda), and it will be the SO-HR’s responsibility to inform the DCDR if someone is out of uniform so that the DCDR can discretely advise the individual about the uniform issue for correction in the future.

SO Assistants

• DCDR Fred Simmons advised that going forward he is requesting each SO recruit an SO Assistant from the general Membership – the purpose of the SO Assistant is to provide back-up in the event of the absence of the SO - the general ground rules that were agreed upon during discussion include:

➢ The SO picks the Assistant with the agreement of the Assistant.

➢ The SO Assistant does not need to come from the SO’s Flotilla.

➢ Committee members could be a good source of SO Assistants.

➢ The SO would mentor the SO Assistant so that the SO Assistant is fully capable of filling in for the SO.

➢ This process can act as an informal succession planning function which can be utilized with the agreement of the DCDR and the SO Assistant in the event of a need to fill an SO position.

• Each SO is requested to provide the name of their SO Assistant to VCDR Michelle Rollino who will maintain a list of SO assistants. [POST Meeting note: the SO-SR Assistant to SO-SR Bob Dellon Flotilla 10-01 is VFC Bridget Benjamin Flotilla 10-20.]

SO - FSO Meetings

• DCDR Fred Simmons advised that going forward he is requesting each SO convene a meeting of their respective FSOs for the purpose of brainstorming, coordination, fellowship, joint planning, “best practices” sharing, etc. – the specifics of how to approach this tasking is up to the individual SOs but the DCDR is requesting that the SOs keep VCDR Michelle Rollino informed of their plans for convening these sessions.

Dissemination of Information

• DCDR Fred Simmons requested that when he or VCDR Michelle Rollino sends out information to the FCs requesting distribution of data to their Flotilla Members that the FC copies the VCDR on the email distributing the data so the Division has positive confirmation that the data is being distributed to the Membership.

Submittal of SO Reports

• There was a “pros and cons” discussion regarding who should be copied on SO Reports when they are electronically submitted, how the electronically submitted SO Reports are uploaded (i.e., the SO filling out an on-line report, the SO-CS uploading a pdf file received from the SO, etc.) and the purpose of the SO Reports being available on the Division Website – the discussion yielded two agreements:

➢ The subject needs further discussion since there was no obvious consensus, and

➢ Once a consensus has been reached it will require training to ensure uniformity of approach.

• DCDR Fred Simmons took responsibility for including this topic as an Agenda item for further discussion.

Cross Training

• DCDR Fred Simmons reported that the District now permits Aviation to take Surface Members on “Area Familiarization” (AFAM) Flights – the Surface Member would need to have a “Flight Crew Medical Screening Form” 7042A filled out and wear their ODU with boots:

➢ Details of how to coordinate this program will be forthcoming but this represents a significant step forward toward the Surface and Aviation Communities becoming better aligned, integrated and understanding of each other’s capabilities towards synergistically providing a joint, effective Surface-Air asset to the Gold Side.

➢ Similarly the Aviation Community needs to become more involved in understanding the Surface Community’s operational environment which will foster a deeper appreciation for the rigors of Surface Ops.

➢ Joint Surface-Air training will be a major initiative of the Division in 2014.

The Meeting’s Presentation

• DCDR Fred Simmons presented the “The Mission and Goals” of the CGAUX and Division 10. A copy of the power point presentation is attached as a separate file.

• The presentation emphasized:

➢ The overarching mission of :

❖ Member Service

❖ Recreational Boating Safety

❖ Operations & Marine Safety

❖ Fellowship

➢ The challenge to Integrate, Communicate and Educate (ICE).

Awards

• DCDR Fred Simmons handed out award certificates to the respective FCs for presentation to their Members.

Calendar – Upcoming Events

• Check the Division Website at for specific information and updates.

|Division 10 COW (which will be the January Division Meeting) |17JAN 1900-2300 hours, at Michael’s Restaurant |

| |528 Riverside Ave, Lyndhurst, NJ |

|Division 10 Meeting |19FEB at 1930 hours, at American Legion Post 170|

| |Building Rochelle Park |

|D-Training |28MAR-30MAR in Groton, CT at the Mystic Marriott|

Adjournment

• Motion to adjourn was made by VCDR Michelle Rollino, 2nd by FSO-SR Bob Dellon. Motion carried. The meeting was adjourned at approximately 2135 hours.

Fellowship

• Meeting was followed with refreshments which were provided by the Division and logistically delivered by SO-FS Andrew Ferguson who was thanked by DCDR Fred Simmons. THANK YOU Andrew!

Meeting Location

• The Division 10 Commanders and Staff Officers Meeting was held at the American Legion Post 170 Building located at 33 W. Passaic Street, Rochelle Park, NJ.

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