L2
Auxiliary Leadership Link
The digest of US Coast Guard Auxiliary Activity 11 July 2023 Edition To : All Auxiliarists topside Volume 120 , Issue 2
Effective 1 September 2023 Meeting Minutes Form # 7000
After three years of planning , development , testing and training , the time has come . Effective 1 September 2023 form # 7000 - Meeting Minutes will become the official form to be used by all Secretary of Records designees to document flotilla , division and district meeting minutes .
Just as there are standardized forms for vessel examinations , finance reports , program visitations , aids to navigation , etc ., it ’ s time for a standardized Meeting Minutes report form . This form ensures meeting minutes are :
• Accurate - all meeting minutes requirements are documented
• Consistent - It provides consistency in content and location of the required meeting minutes elements . This is particularly important when your COLM and active duty are reviewing multiple reports from different flotillas , divisions and districts .
• Easy to use - If the Secretary of Records is not available , it is simple to use , intuitive , and systematically directs whoever is taking the minutes to include all that is required
• Easy to review – The form provides standardized locations for the required meeting minute elements .
• Searchable - Meeting minutes are legal documents and need to be maintained for 10 years . To ensure the retention , safety , security and ability to search and obtain these legal documents , the Auxiliary will be introducing a digital management system . Later this year , all meeting minutes , as well as some other documents , will be entered into and maintained in this data repository . A standardized form makes it easier to input the documents making these archived documents easily searchable and accessible .
You should find the form easy to use . Take the time to read the instructions ( last 2 pages of the form ) to familiarize yourself with its use . This is a PDF form , so you must download the form and then open it in Adobe Acrobat Reader on your computer ( not in your browser ). If you don ’ t already have it , Adobe Acrobat Reader has a free download at : Adobe - Adobe Acrobat Reader DC Download | Free PDF viewer for Windows , Mac OS , Android
Though there are Adobe plans you can purchase , the free version is all you need . If you have any questions or difficulties , contact your DSO-SR for assistance . There are video recordings , training guides and resources available in the W-Directorate website located at Welcome to the Document and Administrative Web Site ( uscgaux . info ).
Very respectfully , Gus Formato , National Commodore