A. Responsibilities of the FC elect before taking office
1. Transfer of Records and Documents by 15 Dec.
By 15 December, schedule a meeting with the outgoing FC to
set a time to transfer pertinent Flotilla records and documents,
(see ENCLOSURE (1) p.4) which will be necessary for smooth
transition. Review the minutes and financial records of the
last two flotilla meetings. Obtain a copy of the current AUXMIS
records. The outgoing FC should serve as a valuable asset
that can help the incoming FC overcome some early difficulties.
This resource should not be overlooked. Request some stamps
and envelops for your mailings in preparation for the change
a. District Requirements
Become aware of all District-unique requirements such as deadlines
for additional paperwork; unique tasks for the Boat Crew Program;
any District specific currency maintenance procedures, etc.
Copies of all Auxiliary required forms can be obtained on
the Auxiliary website http://188.8.131.52/~forms/aform.html
If you do not have internet access, determine if another member
of the Flotilla does. This individual can serve as the flotilla
web watcher. Also, obtain a copy of the Auxiliary Forms Guide
(COMTDINST M16790.2 (series)). Complete descriptions of proper
Auxiliary forms for AUXMIS input is contained within.
2. Annual Unit Officer Report (ANSC 7007) by 20 Dec.
a. Choosing a Staff
Choosing a staff will be among the most important decisions
of the FC elect. Potential Flotilla StaffOfficers should (ideally)
be well versed in the area of responsibility they are being
considered for, but more importantly, the prospective FSO
MUST be WILLING to serve in the new administration. Expectations
of the FSO should be clearly explained before the appointment
is made. Additional guidelines for staff appointments are
found in The Auxiliary Manual (COMTDINST M16790.1E). This
stage of staff selection should be seen as an interview process;
it should be more than just a question of whether or not the
person wants to be a staff officer. The initial interview
should be one of many communications that will be held during
the term of office. Time spent at this level will be the foundation
of a successful administration. A well-chosen staff oversees
the flotilla activities as it pertains to the various Auxiliary
b. Letter of Appointment
Enclosure 1 of the Flotilla Procedures Manual (COMDTINST --)
contains sample letter of appointmentfor staff officers. These
letters indicate the term of office and the expectations of
the duties of the office. Each appointed staff officer should
receive an appointment letter. Prepare them for mailing on
1 January. Briefly review the Auxiliary Manual (COMTDINST
M16790.1E) reacquaint yourself with its contents and policies.
c. VFC – Chief of Staff
The newly elected Vice Flotilla Commander should act as the
“Chief of Staff”. Advise him/her of yourprogress
during this transition stage. Inform the VFC of what is expected
as Chief of Staff. While the FC and VFC should meet frequently
with the staff, both should avoid the temptation to micromanage
the staff officers. The elected officers should "guide"
the staff officer when necessary, acting as mentor. The FC
should also avoid "micromanaging" the VFC. An effective
VFC makes the job of the FC easier and more efficient. An
effective relationship with the VFC is essential to a well-run
flotilla. Keep the VFC well informed starting with the staff
selection process. Consider the input of the VFC during this
process. The position of VFC can be thought of as “FC-in
training”, especially if he/she should seek the position
in the future. Always think of the VFC as a "team member".
d. Staff Meeting
Before 1 January have a meeting with your Chief of Staff and
all appointed Staff Officers to coordinateyour administrative
expectations. Reinforce the TEAM nature of your administration
and instruct staffmembers to coordinate with each other where
useful, but to always keep the Chief of Staff informed. For
example, the FSO-PE will request the FSO-MT to organize IT-training;
the FSO-OP will coordinate recruiting of new crewmembers with
It is impossible to remember everything, regardless of its
importance. Obtain a three-ringed notebook (a 2 and 1/2 inch
"D" ring is very suitable) and a series of dividers.
This will be another foundation for the success of the new
administration. Properly maintained, this notebook will help
make the responsibilities of the FC be performed in a timely
and efficient fashion. Minimally, there should be four sections
to this notebook. These sections are:
a. REPORTS - This section will contain chronological files.
The section should be further subdivided into five additional
1. Director’s Interpolations
2. Minutes of Flotilla Meetings
3. Financial Report
5. FSO Reports
b. AUXMIS - This section contains the current flotilla AUXMIS
records. Old AUXMIS records should be filed separately from
the current AUXMIS record.
c. ROSTER - This section contains a list of the membership
names, Auxiliary numbers, addresses, phone numbers and facility
information. Keep this section updated with all current changes.
This section should be further subdivided into an Ops roster
listing the facilities and owners; a VE roster; an IT roster
and a Boat Crew roster.
d. THINGS TO DO - This section contains the list of all planned
items of activity. Mark off completed items and obtains status
reports on works in progress. A sub-division may also be used
here to contain agenda items for flotilla meetings.
B. Responsibilities of the FC upon Taking Office
1. Rules of Order
Before the first Flotilla meeting review Enclosure 4, “Rules
of Order”, in the Flotilla Procedures Manual(COMDTINST
--). This provides as example of the proper way to conduct
an orderly meeting. It explains the role of the FC as a presiding
officer, the proper presentation of motions and provides a
table of types of motions.
2. Auxiliary Missions
Review Chapter 2, Auxiliary Missions, of the Auxiliary Manual
(COMTDINST M16790.1E). Section E and Appendix 2A contain information
that may help in organizing and setting goals and plans for
3. Division Highlights
Take written notes at the Division Board meetings. Do not
attempt to remember what happened. Report on the division
meeting at the next Flotilla meeting. Avoid saying “nothing
happened” - that only creates a“who cares”
attitude among the membership.
4. Auxiliary Manual
Always bring the Auxiliary Manual (COMTDINST M16790.1E) to
each Flotilla meeting. It will provide answers to many questions.
Prepare an agenda for each flotilla meeting. The agenda should
list the date, time and meeting location. List sections that
include the order of staff officer reports, Comments of Guests,
Old Business, New Business, member comments, Good and Welfare
and next meeting information. Minimally, the FC, VFC and IPFC
should have copies of the agenda. Consider distributing the
agenda to the members in attendance or include it with the
6. Staff Alignment Sessions
In January, meet individually with each of your staff officers
and the Vice Flotilla Commander. Carefully review the previous
year’s AUXMIS report before this meeting. This meeting
should last from five to 30 minutes. You should be able to
accomplish these staff meetings in one or two days. Each staff
position will, obviously, have special concerns.
a. Certificates of Appointment
Formally introduce your staff officers to the membership at
you first Flotilla meeting. Distribute the“Certificate
of Appointment” to each staff officer at this time.
Consider the membership as an expansion of the TEAM you have
appointed. The FC represents the flotilla and the PEOPLE in
it. They elect the FC. Respect the membership and they will
trust you. Most of all, enjoy the experience. A reasonable
amount of planning and preparation will make an exceptionally
rewarding term of office.