Communicate via email with the core values in mind

Shipmates,
Email is a critical tool in the preparation for and execution of our missions. The ease and immediacy of email as a communications tool significantly improves our ability to be effective. Unfortunately this same ease and immediacy which makes email effective can lead to abuse, intentional and unintentional, which often  negatively impacts both fellowship and mission effectiveness.

Over the years most of us have likely written emails which we've come to regret. Acting rashly in the moment can lead to immediate conflict and years of hard feelings.

I wish that whenever we wrote an email as a member of the Coast Guard an alert would pop up asking each of us to evaluate what we've written in the context of our core values -- Honor, Respect, and Devotion to Duty. It would ask a critical question: Is the content of this email in keeping with the core values?

We don't have, and don't need, such a tool - we simply need to be mindful about how we use email.

There are a number of steps you can take to minimize the chance that an email you author will be in conflict with OUR VALUES or be perceived as in conflict by the recipient of the email -- remember that perception, whatever your motivation, is reality. You can think of this as a GAR model for your email communications.

1. Never say anything in an email you would not say in person in front of an audience.
2. Never send an email when angry, tired or otherwise impaired.
3. Don't attribute motivation to anyone... there are many ways our processes can fail without ill intent.
4. Remember that email fails horribly to convey tone, and that the majority of communication is tone and body language. Again, when you send an email you are responsible for how the recipient receives the communication, not what you intended.

An alternative
If you have a problem or are angry please pick up the phone, or even better, ask for an in-person meeting.  If you need a moderator on an issue ask someone trusted by both parties or a member of the unit leadership to facilitate the conversation.

We are responsible for what we write and can expect to be held to account when what we write fails the test against our values. Please use email with care.

Division Training - HAZWOPER 11/13

Division Training - HAZWOPER – Hazardous Waste Operations and Emergency Response

Date: 11/13/2010

Time: 0830

Location: MSU Portland Training Deck

Uniform: ODU or Working Blue

The course is for personnel who are exposed or potentially exposed to hazardous substances or health hazards. Topics include HAZWOPER regulations, safety and health plans, hazardous chemicals, safety hazards, air monitoring, medical surveillance, site control, decontamination, personal protective equipment, and respiratory equipment.

As part of the Coast Guard’s response to the Deepwater Horizon oil spill, Auxiliarists who were trained in HAZWOPER and willing to respond were asked to apply for deployment.

HAZWOPER awareness is also important for any members participating in surface or air operations, augmenting in prevention or response activities, or conducing vessel exams.

To increase our readiness to respond, Coast Guard and Auxiliary leadership recommends that members increase skills that reflect the modern missions of the Coast Guard.

October 2010 Commander's Comments

Shipmates,

This month you will be selecting your Flotilla leadership for 2011. Developing leaders is the most important factor in the long term success of a Flotilla. Ideally this development is underway well before a member stands for election to Flotilla Commander or Vice Flotilla Commander. There are a number of avenues to build leadership and management skills available to our members. Many members come to the Auxiliary with rich leadership and/or management experience from their civilian and military careers as well as prior volunteer experience. Once in the Auxiliary members can avail themselves of staff roles to learn the peculiarities of the Auxiliary.

Read the manual: Basic familiarity with the Auxiliary Manual is critical for elected and staff leaders. It isn't necessary to know all the policies but it is important to understand the basic structure of the policies under which we operate. I strongly recommend downloading the PDF version to use as a reference since searching is much easier in the electronic version. As editions age there are numerous policy changes which become somewhat cumbersome. Luckily we expect a new Auxiliary Manual in the next few months. Staff should also be conversant with the policy manuals for their program areas.

Attend Flotilla and Division meetings: The manual contains the policies but the implementation and execution is discussed at our meetings and fellowship events.

Formal leadership training: The Auxiliary has a continuum of leadership training. Locally we conduct a leadership and management training session. All members are invited and encouraged to attend this course which is a mix of leadership training and the nuts and bolts of managing our Auxiliary units. This course will be conducted on 09 October 2010 on the Training Deck at MSU Portland - 0830. Even if you don't see elected leadership in your future I encourage you to this training - it will help you understand how our organization works and how to get the most out of the time you invest in the Auxiliary.

In addition there are a number of courses offered, please note that the last three listed here are limited to certain office holders.

• Flotilla Leadership Course (FLC) - this includes online and classroom versions and is similar to our leadership training 
• Auxiliary Leadership and Management (AUXLAMS). 
• Auxiliary Mid-Level Officers Course (AMLOC). 
• Auxiliary District Captain Course (ADCC) 
• Auxiliary Senior Officers Course (ASOC) 

Read, listen, and watch: There is an incredible variety of leadership books available, my library is packed with examples and I'd be happy to make recommendations. One of the advantages of the rise of the internet is that there has been a huge increase the accessibility of knowledge through the availability of podcasts, videos, and blog posts on leadership. These are shorter and easier to digest than the average leadership book. I have dozens of examples I consume regularly, here are a few to get started:

• TED Talks on Leadership: The TED conference covers a huge variety of topics with great speakers talking no more than 18 minutes - there are a number of talks on leadership - http://www.ted.com/talks/tags/id/231
• Weekly Leader site and podcast: Peter Mello is a friend of the Coast Guard and got started in the leadership field with tall ship education - http://weeklyleader.net/
• Seth Godin: Seth's posts are a mix of leadership and marketing thinking - http://sethgodin.typepad.com/
• Tom Peter's Blog: Tom has been writing on leadership for decades and always seems to be asking the right questions - http://www.tompeters.com
• Harvard Business Review IdeaCast: Some of the best of HBR - http://blogs.hbr.org/ideacast/
• The Invisible Hand podcast: Interviews with authors of recent leadership, management and strategy books - http://www.heronandcrane.com/TIH-2010.html

Jump into the fray: There is a point at which the best way to learn is to start. The Auxiliary is a great place to learn to lead. We've the benefit of motivated members who want to be here -- don't discount what a huge difference this fact makes. I've learned more about myself and about how to lead in the last few years than all my previous education and experience -- I've taken to calling the Auxiliary my leadership lab. I invite you to join me in the lab.

Thank you for your service. 

Be safe out there and look to the safety of your shipmates,

Daren

Reminder: Leadership Training 09 OCT 2010

Topic: Auxiliary Leadership
Intended Audience: All Flotilla and Division staff and elected leaders, general membership
Where: Marine Safety Unit Portland Training Deck
When: 0830
Uniform: ODU

ALCOAST 460/10 - Don't Let Your Guard Down

If the video does not appear above visit: http://www.youtube.com/watch?v=xJMel8b5TB4

R 202040Z SEP 10

ALCOAST 460/10
COMDTNOTE 5100
SUBJ: SHIPMATES 7: SAFETY - DONT LET YOUR GUARD DOWN
1.  FOR THE FIRST TIME IN A DECADE, THE NUMBER OF COAST GUARD
OPERATIONAL FATALITIES HAS EXCEEDED OUR OFF-DUTY FATALITIES.  TO STEM
THE TIDE OF FUTURE MISHAPS, I AM ANNOUNCING EXPANSION OF THE LANTAREA
"DONT LET YOUR GUARD DOWN" INITIATIVE SERVICE-WIDE.  THE INITIATIVE
WILL REINFORCE OUR NEED TO BE EVER-VIGILANT, BOTH ON THE JOB AND OFF.
IT WILL DEMAND EVERY MEMBERS DIRECT ENGAGEMENT.  I HAVE ASKED RADM
MARK TEDESCO, THE DIRECTOR OF HEALTH, SAFETY, AND WORK-LIFE, AND THE
COAST GUARDS CHIEF SAFETY OFFICER, TO SPEARHEAD OUR EFFORTS.
ADDITIONAL DETAILS REGARDING THE CAMPAIGN WILL BE RELEASED WITHIN THE
MONTH.
2.  SHIPMATES, AS YOU ARE ALL UNDOUBTEDLY AWARE, 2010 HAS BEEN A YEAR
IN WHICH OUR OPERATING TEMPO AND THE NATIONS DEMAND FOR OUR SERVICES
HAS NECESSITATED MULTIPLE "ALL HANDS ON DECK" EVOLUTIONS.  YOU HAVE
DISTINGUISHED YOURSELVES, THE COAST GUARD, AND THE NATION THROUGH
YOUR SELFLESS SERVICE NOT ONLY IN RESPONSE TO THE HAITIAN EARTHQUAKE
AND THE DEEPWATER HORIZON OIL SPILL, BUT ALSO IN YOUR ACCOMPLISHMENT
OF OUR MYRIAD DAY-TO-DAY MISSIONS.  IT IS INDEED AN HONOR TO SERVE
ALONGSIDE EACH OF YOU.  ALONG WITH PRIDE IN OUR SUCCESSES HAS ALSO
COME A CONCERN FOR THE SAFETY OF OUR PEOPLE, BOTH ON AND OFF DUTY.
WHILE WE HAVE HAD NUMEROUS RECENT SUCCESSES, UNFORTUNATELY, THIS
YEAR, OUR SHIPMATES HAVE ALSO EXPERIENCED TRAGIC LOSS OF LIFE AND
SERIOUS INJURY ON AND OFF DUTY.
3.  SAFETY IS A 24/7 DUTY AND STATE OF MIND.  WE AS AN ORGANIZATION
MUST CONTINUE TO PLACE SAFETY AT A PREMIUM.  WE WILL EXECUTE ALL
MISSIONS THE RIGHT WAY, THE SAFE WAY, EVERY TIME. WE WILL EXTEND THIS
ETHOS BEYOND OUR PLACES OF WORK TO OUR OFF-DUTY TIME.
4.  PROMOTION OF SAFETY BOTH ON-DUTY AND OFF IS IN KEEPING WITH MY
GUIDING PRINCIPLES OF HONORING OUR PROFESSION AND RESPECTING OUR
SHIPMATES.  SAFETY REQUIRES LEADERSHIP, ACCOUNTABILITY, AND
SITUATIONAL AWARENESS FOR BOTH YOURSELF AND OTHERS.  WHILE ON DUTY,
WE OFTEN OPERATE IN AN INHERENTLY DANGEROUS ENVIRONMENT.  DESPITE OUR
BEST EFFORTS, MISHAPS SOMETIMES OCCUR.  MISHAPS ALSO OCCUR OFF-DUTY,
WHEN OUR SHIPMATES MIGHT NOT BE EXERCISING THE SAME VIGILANCE THEY
DEMONSTRATE ON THE JOB.
5.  THERE IS NO HIGHER COMPLIMENT THAN TO BE CALLED A SHIPMATE AND NO
BETTER GOAL THAN BEING A GOOD ONE.  BEING A GOOD SHIPMATE MEANS
HOLDING YOURSELF AND OTHERS ACCOUNTABLE AND BEING SOMEONE WHO CAN BE
COUNTED UPON WHEN THE ALARM SOUNDS.  SAFETY IS THE RESPONSIBILITY OF
EVERY MEMBER OF THE COAST GUARD FAMILY.  DONT LET YOUR GUARD DOWN -
BE A GOOD SHIPMATE: WHEN IN DOUBT, ERR ON THE SIDE OF SAFETY AND
SPEAK UP WHEN YOU SEE SOMETHING WRONG.
7.  STAND A TAUT WATCH...SEMPER PARATUS.
8.  RELEASED BY ADM BOB PAPP, COMMANDANT.
9.  INTERNET RELEASE IS AUTHORIZED.

30 Years of Service: Wayne Monroe

Shipmates,
Last night I had the opportunity to visit Flotilla 78 along with our SO-Communications Jon James. The energy was high and it was great to see 31 members in attendance for the meeting. One particular highlight was the presentation of the Auxiliary Membership Service Award to Wayne Monroe for THIRTY years of service to the Nation in the Coast Guard Auxiliary.

Bravo Zulu Wayne and thank you for the leadership and dedication to duty you've shown over the last three decades.

Daren

TCT one hour refresher in Vancouver - 16 September

Lance Harmon, FSO-MT 78, will conduct the one-hour Team Coordination Training on Thursday, September 16th, at 1800 hours.  Location is the WA Dept. of Fish and  Wildlife building at 2108 Grand Blvd., Vancouver, 98661.  This is just prior to the regular monthly meeting, which begins at 1930.

Anyone in the Flotilla or Division who need the TCT Refresher this year are invited to attend.

Gay Sipes, FSO-HR
Flotilla 78

Shipmates, I would add that 78 has a great meeting and it is well worth staying after the TCT. Even if you don't attend the TCT consider visiting 78 to enjoy the company of your shipmates. Best, Daren

September 11 Open House at the Air Station

Update: ASTORIA, Ore. — Coast Guard Sector Columbia River and Air Station Astoria will host their annual open house event Saturday.

The open house, to take place at Sector Columbia River, will feature multiple events throughout the day including a search and rescue demonstration, children’s activities, several aircraft displays and multiple interactive exhibits. A small business and craft fair will also take place in the hangar to highlight contributions of local organizations to our community and allow local crafters to showcase their handiwork.

Snacks and drinks will be available throughout the day and, for early risers, a pancake breakfast will be served from 7-10 am. Lunch will be sold from 11am to 2pm. All food proceeds will fund the Coast Guard Spouses Association’s (CGSAA)annual scholarship, Thanksgiving Basket Food Drive and children’s programs.

WHERE: Coast Guard Sector Columbia River 2185 SE 12th Place, Warrenton, Ore.

WHEN: Pancake Breakfast 7-10am, Open House officially begins at 9am and ends at 4pm.

Donations to the CGSAA for the day’s activities or any of the valuable programs it promotes can be made by contacting Emily Masri at thecgsaa@yahoo.com.

National Preparedness Month

Shipmates,
We've discussed the importance of family preparedness in being Semper Paratus. We cannot assist others if our families are not safe. Commandant Papp and Mrs. Papp kick off National Preparedness month with this message about the basics of being prepared for disasters. Please take a few minutes to watch the video and follow up with action.



If you cannot see the video visit: http://www.youtube.com/watch?v=0w_5XV7spBA

Thank you for your service,
Daren

National Preparedness Month

Public Affairs Opportunity: September 10 - Genetech Emergency Preparedness Fair

Shipmates,

We have been invited to participate in the Genetech Emergency Preparedness Fair September 10, 2010 1100-1500 hrs at 4625 NW Brookwood Parkway, Hillsboro, OR 97124. 

Richard Rivera, FSO-PA 7-12 is leading this effort. Please contact him if you are interested in participating. His Contact details are available in the District Directory or in the online directory: https://auxofficer.cgaux.org

 

Daren

Marine Safety Unit Portland Change of Command

Shipmates,
On Monday Sector Columbia River was established at a ceremony in Warrenton. Yesterday (Tuesday) Captain Daniel LeBlanc assumed command of the new Marine Safety Unit Portland.

Coast Guard Sector Portland and Coast Guard Group/Airsta Astoria combined and was renamed Coast Guard Sector Columbia River at 1100 PST on 23 August 2010. At this time Sector Columbia River is fully operational. Command of all Coast Guard resources under the Captain of the Port Columbia River responsibility will be executed from Warrenton, OR. All VHF, FM and HF radio frequencies will be monitored 24 hours a day by Sector Columbia River.

Here are a few photos from the ceremony at MSU Portland.



We welcome Captain LeBlanc and his family to Portland and look forward to a long and productive partnership with our shipmates of Sector Columbia River and MSU Portland.

OpEd by the National Incident Commander Thad Allen in the Washington Post

Shipmates,

Gary Bell, FL76, pointed me towards an opinion piece in the Washington Post by our shipmate ADM Allen (retired) who is currently serving as the National Incident Commander. ADM Allen is one of the most eloquent and persuasive communicators I have ever met and this particular piece is no exception. I invite you to read the piece for an update on the situation in the Gulf. More importantly, I recommend you read it as an example of how to communicate in a challenging situation. You may never find yourself communicating to a national audience but you will likely find yourself communicating on a topic that is very important to a few people. Communicating well in these situations is something we should all seek -- look for opportunities to read and listen to those who do it artfully, with compassion and with passion. This is just such an instance:


http://www.washingtonpost.com/wp-dyn/content/article/2010/08/22/AR2010082202271.html?hpid=opinionsbox1

Daren

Lock closures on the Columbia River this Winter (2010-11)

Shipmates,
Our partners at the Army Corps of Engineers are doing outreach to inform users of the Columbia River locks in the Portland and Walla Walla Districts that there will be an extended 14-week Columbia/Snake River system navigation lock outage this winter. The current schedule is as follows:

More information: http://www.nwp.usace.army.mil/navigation/lockoutage.asp 

ICS Class Updates

Incident Command System (ICS) is considered one of the course for members to become prepared for disasters, events, and every day operation. As members of team coast guard, we are first responders to many incidents and as result we are expected to know ICS. In addition to the first call response incidents, we may be asked to deploy to major disasters like Deepwater Horizon or Hurricane Katrina. If this is the case we will need not only the following courses but maybe some extra and the time to learn the basics of ICS is not during an incident when the skill are already in demand but before so when a skill set is in demand you are ready to go, like the Coast Guard motto Semper Paratus "Always Ready".

Basic/Standard ICS Course Names

• ICS-100: Introduction to ICS
• ICS-200: ICS for Single Resources and Initial Action Incidents
• ICS-300: Intermediate ICS for Expanding Incidents
• ICS-400: Advanced ICS Command and General Staff—Complex Incidents
• ICS-700: Introduction to the National Incident Management System (NIMS)
• ICS-800: Introduction to National Response Framework (NRF)

Other ICS Course of Recommendation

• ICS-320 Intermediate Team Training- ICS training course for Sectors/MSUS
• ICS-339 Division/Group Supervisor
• ICS-341 Incident Response Planning Course
• ICS-351 Logistics Finance Course
• ICS-346/347/348 Advanced Situation, Demobilization, and Resource Unit Leader (Requested in the Gulf for Deepwater Horizon Oil Spill)
• ICS-430/440 Advanced Operations and Planning Section Chief
• ICS-410 Advanced Incident Commander

Note: ICS-320/339/341/351/346/347/348/400 require ICS-300 as prerequisite, ICS-210 will not be accepted in most cases. ICS-410/430/440 require 400 as prerequisites

Please read the ALCOAST put out a few years ago about the auxiliary recommend ICS course completion personnel designated for staff an incident command post.

ALCOAST
ALL MEMBERS OF THE AUXILIARY ARE RECOMMENDED TO COMPLETE ICS- 100 AND IS-700, AND THOSE AT THE DIVISION CAPTAIN LEVEL OR HIGHER ARE STRONGLY ENCOURAGED TO ALSO COMPLETE ICS-200 AND IS-800.

ALL OFFICERS, OPS CENTER/COMMAND CENTER PERSONNEL, AND ALL CG PERSONNEL WHO HAVE BEEN DESIGNATED TO STAFF AN INCIDENT COMMAND POST (ICP) MUST COMPLETE ICS-300.

Classes in our area

ICS 300 - Portland OR

• September 7 & 8 Full
• September 27 & 28 (Oregon City) Full

ICS 400 - Portland OR

• September 14 & 15 Full
• September 29 & 30 (Oregon City) Full

ICS 300 - Vancouver WA

• Oct. 21 & 22, 2010
• Jan. 20 & 21, 2011
• April 21 & 22, 2011
• July 21 & 22, 2011
• Sept. 22 & 23, 2011

ICS 400 - Vancouver WA

• Feb. 24 & 25, 2011
• May 19 & 20, 2011
• Aug. 25 & 26, 2011

If you would like to sign-up for a class that is listed above please email SO-MT-Jonathan Polimeni