The Australian Volunteer Coast Guard Association Inc.

National Training Order No. 3/76

National Training Order No. 3/76
Date : 23rd May 1976
Subject: Officer's Obligations And Responsibilities
Distribution: All Boards And Flotilla Records, All Present And Potential Officers And Members.

1. Introduction

This Training Order has been prepared to acquaint Officers with what is required from them. It is the Officer's conduct and behaviour which either advertises the Association or destroys the good image of it. It is their efforts which bring about the efficiency which is required.
An Officer must be a well balanced person, possessing a sound knowledge of his job, and an outstanding capability to deal with people.
Lack of adequate knowledge, ungentlemanly behaviour or inefficiency to performance, will create dislike for his person, which will be followed by disrespect.

2. What Is Expected From An Officer

What is expected from an Officer is not always easy! The public has formed an image, and whether this image is fair or not, it must be maintained. If an Officer does not livfe up to the image, he will be severely criticized, and the whole Association will suffer loss of respect.
What Then Is Expected?

He should always be properly dressed, and wear his uniform with pride. Sloppy dress is a bad advertisement, and leaves the impression that the Association is undisciplined.
He must be well spoken. Bad speech leaves bad impressions, and gains no respect.
He must be polite. Politeness carries a long distance. Impolite or dictatorial behaviour breeds contempt, and builds up dislike.
He must be helpful. People expect help when they ask for it. If help is not given with a smile, criticism will develop, and destroy the ideal that we stand for.
He must lead his Unit competently.
He must train, develop and guide his Unit.
He must encourage Training, both for Members and the general public, wherever and whenever possible.
He must familiarise himself with the Constitution, National Training Orders and National Standing Orders for Meeting Procedures, ay 1976 edition, and any other relevant documents which may be promulgated from time to time.
He must be prepared to work hard, and like it.

3. Election And Selection

There are two ways to become an Officer. The first is by Election, as laid down in the Constitution. The second is by Appointment. Appointment is generally based on some special qualifications, and normally stands until it is terminated.
Whichever way this Rank is given, Members or Officers have shown that they were prepared to give their confidence to the man elected or appointed.
The important thing to remember, in an election or appointment, is that selection must take place.

Never appoint or elect a person just because he seems to be a nice fellow.
Never appoint or elect a person just because he happens to be the only person interested, unless he is duly qualified to fulfill that function.

For reasons of efficiency, respect and safety, Officers must be appointed ONLY if they:-

believe fully in the Association
are fully qualified for the position
have capability to give leadership.
have a good manner and behaviour
have ability and are WILLING to do a good job.

4. Conduct Between Officers

Officers must not indulge in gossip or criticism of fellow Officers. They should be man enough to discuss and disagreement face to face, between themselves. If, however, a problem cannot be solved between the parties themselves they should submit the issue to the appropriate Board to abide by its decision. Remember, that just thinking about a problem, or resorting to gossiping or sarcastic remarks, does not solve it. It only adds fuel to the fire.

5. Resignations

Any Officer finding himself, for any reason, unable to carry out his duties completely is normally obliged to resign, or apply for leave of absence. He should not attempt to continue to fill the position without carrying out, bully, the responsibilities of office.

6. Disciplinary Action

UNDER NO CIRCUMSTANCES SHOULD AN OFFICER REBUKE A JUNIOR IN THE PRESENCE OF AN AUDIENCE.
This is not only boorish and ungentlemanly behaviour, but destroys respect for both the man and his office. It can make a lifelong personal enemy .

Duties

Flotilla Leader's Duties

Arrange a program pf Flotilla meetings and take the chair thereat;
Superintend the tactical activities and be responsible for the overall progress of the Flotilla, especially with regard to its boating safety and training programs;
Represent the Flotilla as a member of Squadron Board, reporting back to the Flotilla all pertinent matters of interest and keeping the Board informed of matters as directed by the Flotilla;
As the senior executive of the Flotilla, ensure that policy requirements of both National and State Boards are observed and carried out to the best of the Flotilla's capabilities;
Liaise as necessary at Flotilla level with other Flotillas, the police and government authorities;
Carry out any other duties which may be appropriate to this Office;
Chair Flotilla Executive Meeting at least once each two months;
Publicise in the Main Sheet the dates and upcoming courses of instruction and other events being organized by the Association;

Flotilla Vice-Leader's Duties
The Flotilla Vice-Leader shall:-

Deputise as and when required for the Flotilla Leader;
Generally assist the Flotilla Leader and assume the role of administrative officer for the Flotilla;
Be responsible for membership recruitment, taking advantage of all opportunities which arise in this respect including:
3.1 welcoming visitors to Flotilla meetings
3.2 maintaining liaison with new members
3.3 encouraging provisional members to achieve full membership
Keep a record of the facilities owned by Flotilla members;
NOTE: - this duty, may with the approval of the Flotilla Leader, be delegated to the Flotilla Staff Officer or a Staff Officer appointed for this activity.
Organise, each month, publication of the Flotilla newsletter;
Prepare and publish in the Main Sheet the rosters for duties as required by the Flotilla Leader;
Maintain a detailed record of Flotilla personnel as required by the Flotilla Leader, which record may be expanded to include the records referred to in FSO 9/86(5) and 10/86(6). If so requested by the Training Leader, and sanctioned by the Leader;
Have arranged for publication in the Main Sheet at least once each six months, a complete list of Flotilla members with their addresses, telephone numbers and AVCGA ratings;
Arrange for the issue of keys to members as required by FSO.
In conjunction with the Training Leader(s), encourage members to participate as:
10.1 Basic Seamanship Instructors
10.2 Vessel Examiners for inspected craft
10.3 Lecturers and Instructors for rating and other courses;
Attend Squadron Board Meetings with the Flotilla Leader (optional)
Undertake such other duties as are appropriate to this Office;
Attend Flotilla Executive Meetings as required.

Flotilla Staff Officer's Duties
The Flotilla Staff Officer shall:

Maintain appropriate books of account to record the Flotilla's financial position;
Administer the income and expenditure of the Flotilla;
Operate the Flotilla bank account and pay duly authorised accounts;
Present a financial statement to the monthly general meeting;
Prepare the annual financial statement to 30th September for submission by the Flotilla to the Squadron Board by 30th November;
Maintain a minute book and record therein the minutes of every Flotilla meeting and Flotilla Board meeting;
Process Flotilla correspondence with the Squadron Board, with other Flotillas and with outside bodies;
Act as Quartermaster for the Flotilla and keep on hand stock of uniform badges, Insignia and like accoutrement for sale to members;
Carry out any other secretarial treasury duties as appropriate. AT the discretion of the Flotilla Leader, the Flotilla Staff Officer may, as provided in FSO 6/86, have as an assistant a Records Staff Officer for the maintenance of such records as the Flotilla Staff Officer may require..
Attend Flotilla Executive Meetings as required.

Flotilla Training Leader's Duties
The Flotilla Training Leader shall:

Arrange a program of instruction to form a segment of each Flotilla meeting;
Arrange, in conjunction with the Flotilla Leader, a program of practical training exercises at least once monthly;
Ensure all members are provided with training record cards which can be used by members to record their progress in practical training;
Initial members' raining record cards after any training session to ensure members have an accurate and up-to-date record of activities achieved;
Encourage members to achieve progressive levels of ratings as set out in National Training Orders;
Maintain a record of qualifications and/or NTO ratings of members;
Note - this duty may, with the approval of the Flotilla Leader, be designated to the Flotilla Staff Officer or a Staff Officer appointed for this activity;
Be familiar with Squadron Training programs and encourage members to take part in these;
Support the Vice-Leader in the provisions of members to become course instructors and vessel examiners;
Assume responsibility for any other duties relevant to member's training;
Attend Flotilla Executive Meetings as required;
Actively encourage members to maintain their facilities at an acceptable standard as required by the AVCGA and arrange annual member's vessel inspections for attainment of Association decals.
12. Organise ROCP examinations for members as required;

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