Operations Training for Your Squadron February, 2010 Part 1 D/Lt. Anita F. Walker, JN

Operations Trainingfor Your Squadron

February, 2010Part 1

D/Lt. Anita F. Walker, JN

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About Operations Training

Understand how the organization is structured, operates and goals/objectives

Understand the relationship among squadron, district and national levels

Discuss available course materials Leadership development and

teambuilding through committees

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Organizational• To develop new members by encouraging

involvement in USPS activities and to identify potential leaders

Personal• To acquaint new members with the organization of

USPS, the advantages of membership and the opportunities membership provides for self-fulfillment through civic service, self-education and fellowship

The Purpose of OTP

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Tentative Schedule

Week 1 Module I

• Introduction• Squadrons, District,

National

Week 2 Module I

• Education and Training

Module II• Staffing• Part of Leadership

Week 3 Module II

• Balance of Leadership

• Communications

Week 4 Module III

• Conducting a Meeting

• USPS Protocols

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Time Commitment and Expectations

The whole course should take about eight hours – four weeks

We’ll work about two hours per night – this is an interactive course, not formal instruction

We’ll customize (lengthen or shorten) discussions based upon our needs

The entire Operations Manual is on-line and can be downloaded individually

Any questions?Any questions?

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Highlights of USPS History

Four U.S. presidents commended USPS for service to the nation and the American people including special contributions made during two world wars

Origin: a “Power Squadron” organized within the Boston Yacht Club in January 1913

United States Power Squadrons founded 2 February 1914 at the New York Yacht Club

1945: first USPS headquarters established in New Jersey; district organization developed

November 1982: first female members admitted

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Your Squadron History

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Tonight’s Agenda

Module I Introduction Squadrons of USPS Districts of USPS USPS National Organization

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USPS Mission Statement

USPS has an “External Mission” to the boating community at large:

To accomplish the external mission while providing fellowship for USPS members

and an “Internal Mission” as America’s Boating Club

To promote recreational boating through education and civic activities

IntroductionIntroduction

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USPS Triangle

Graphic Presentation of USPS Mission


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USPS Vision Statement

USPS will be recognized as:

The national leader for improving boating safety through outstanding educational programs and civic activities

Strong with a growing membership and increased member satisfaction


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Members Achieve The USPS Mission

Through voluntary contributions of their time and energy

With the camaraderie of working alongside people of similar values

To achieve satisfaction of being engaged in worthwhile activities for the common good

Let’s talk about the internal and external aspects of the missionLet’s talk about the internal and external aspects of the mission


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Membership Is a Privilege

Active Senior Member – earned 5 merit marks 25-Year Member – member for 25 years Sustaining Member – paid National dues

20 times Governing Board Member Emeritus –

earned 50 merit marks Family – non-voting Honorary – good for one year Corporate – new class of membership


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Membership Carries Many Benefits

Tangible benefits: Leadership opportunities and experience, amateur radio net, youth activities, on-the-water activities, the ENSIGN, discounts

Intangible benefits: The most important benefits are intangible, including the knowledge and skills of seamanship and navigation, life-long friendships, self esteem, development of individual potential …….the list is endless


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Three Classifications of Officers

National, district and squadron Elected or appointed Bridge – Commander, Executive

Officer, Educational Officer, Administrative Officer, Secretary and Treasurer


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Merit Marks

Awarded for significant service related to achieving the mission of USPS

Only one merit mark can be received by a member in any given year

Although the rewards of service to the USPS mission are limitless, a merit mark is the only “payment” received

It’s vital to submit merit mark hours on a timely basis!

It’s vital to submit merit mark hours on a timely basis!


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Merit Marks

5 merit marks

25 merit marks


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USPS Has Three Organizational Levels

Simultaneously, Active Members may become elected officers or appointed officers at any of the three levels of USPS organization:

Squadron District National

OrganizationOrganization

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Officers - Nomenclature

At each level, the commander is the top dog

At the squadron and district levels, the departments are headed by Lieutenant Commanders, but at the national level they are headed by Vice Commanders

In squadrons and districts, committee chairs are Lieutenants; at national level they are Rear Commanders

OrganizationOrganization

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Squadron Organization

See Page 6 of Operations Training ManualSee Page 6 of Operations Training Manual

SquadronSquadron

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Squadrons Operate Under the USPS Bylaws

Members must be able and willing to serve

Members must be 18 years old Members must pass the USPS

Boating Course or authorized equivalent (moratorium until 2010)

SquadronSquadron

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Squadron Membership Is the Ruling Body Regular business meetings with the

commander presiding Annual meetings for elections Elected Officers:

Commander, executive officer, squadron education officer, administrative officer, secretary and treasurer

Assistant education officer, administrative, secretary and treasurer

General Committees: Auditing, nominating and rules committee

Executive Committee

Most work is done through committees: elected and appointedMost work is done through committees: elected and appointed

SquadronSquadron

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Standing Committees Are Appointed

Standing committees Finance Housing Law officer Merit mark Personnel Property Supply officer

SquadronSquadron

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The Commander’s Department: Ranking officer of the squadron Responsible for the membership Presides at all squadron general and

executive committee meetings Ex officio member of all committees except

general committees Member of the Governing Board and

District council Responsible to turnover all documents,

communications, etc at the end of term of office

SquadronSquadron

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The Executive Department:

Committees Boat shows Cooperative

Charting Legislature Public Relations Liaison Radio-Technical Safety Vessel Safety

These are the external functions of the squadron

Ex officio member of all committees in XO dept

Responsible to turnover all documents, communications, etc at the end of term of office

SquadronSquadron

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The Education Department:

Assists the commander

Manages the Education Department

Member of District Educational Department

Serves as liaison for district and national information


SquadronSquadron

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The Administrative Department:

Committees Membership Membership

Involvement Building/Housing Boating Activities Entertainment Meetings Programs

These are the internal functions of the squadron

Ex officio member of all committees in AO dept


SquadronSquadron

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The Secretary:

Committees Historian Roster MARINER editor ENSIGN

correspondent Calling Other committees

assigned by the bylaws (calling)

Responsible for all squadron correspondence, minutes, calls for meetings, maintaining official squadron records

SquadronSquadron

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The Treasurer:

Responsible for collecting, holding, and disbursing squadron funds

Keeping appropriate records, making required reports

Filing tax forms and returns

Responsible for ensuring all squadron funds are properly accounted for

Works closely with Finance Committee

SquadronSquadron

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USPS Districts

Organized geographically Organizational structure for the purpose of

informing and assisting squadrons Each district has its own bylaws Districts provide a communications link

between the Governing Board and squadrons

Each squadron member is a member of the district

See page 12 for organization chartSee page 12 for organization chart

DistrictDistrict

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District Committees

District departmental organization corresponds to that of squadrons

Squadron chair reports to district chair and is a member of the district departmental committee

District chair offers assistance to squadron chairs and keeps them informed of action taken by national committee

DistrictDistrict

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USPS Districts

Standing Committees Finance Law Personnel Educational Fund

General Committees Auditing Rules Planning

Officers Commander (DC) Executive (DXO) Education (DEO) Administrative

(DAO) Secretary Treasurer

DistrictDistrict

See pages 13 - 15 for more detailsSee pages 13 - 15 for more details

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Two Types of District Meetings

District Conference Membership meeting of the district Voting members – District bridge,

commanders, delegates Two per year in District 8 – Spring is

elections Council Meetings

Board of directors Conducts business of District 8 between

Conferences

DistrictDistrict

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USPS HeadquartersLocation: Raleigh, NC

Functions and Facilities:

• Administrative Support

• Membership Records

• Computer and Printing facilities

• Storage Warehouse

• Chapman Library

• USPS Conference Room

Location: Raleigh, NC

Functions and Facilities:

• Administrative Support

• Membership Records

• Computer and Printing facilities

• Storage Warehouse

• Chapman Library

• Conference Facilities

NationalNational

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National Committees

In general, national departments correspond to those of districts and squadrons, but there are no national liaison or radio technical committees

National committees provide material needed at the squadron level for achievement of committee goals

They also provide district chairs with relevant data and report on activities at the national level

NationalNational

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Who’s on the Governing Board?

Chief Commander, Vice Commanders, Rear Commanders, members of national general committees

District Commanders, District Educational Officers

Squadron Commanders Past Chief Commanders, Past Vice

Commanders, Governing Board Members Emeritus

Elected General Members (1 for each 600 members)

NationalNational

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What Does the Governing Board Do? Regulates management and policies Makes and executes contracts Fills vacancies in offices at annual meeting Publishes THE ENSIGN and other

publications Passes on charter applications Regulates uniforms, insignia, flags Approves annual budget and member dues

NationalNational

Governing Board meets twice a year and the OperatingCommittee (OPCom) handles our business between meetingsGoverning Board meets twice a year and the OperatingCommittee (OPCom) handles our business between meetings

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Resolutions for USPS organization modification and/or procedures proposed by the members of a squadron move through the district and the national executive officer to the Governing Board

How to Change Our Rules

Squadron, District and National

Squadron, District and National

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Summary and a Look Ahead

Tonight Module I

• Introduction• Squadrons,

District, National

Next Week Module I

• Education and Training

Module II• Staffing• Part of

Leadership

Documents

Operations Training for Your Squadron February, 2010 Part 1 D/Lt. Anita F. Walker, JN