A.  Introduction

Coast Guard Mutual Assistance is a private, non-profit organization comprised of the Board of Control, CGMA-HQ, Regional Directors and Representatives.

The essential ingredient in the integrity and success of Coast Guard Mutual Assistance is the quality of the people who administer it.  The Board of Control, Regional Directors and Representatives shall select, train, inspect and audit the people who administer Coast Guard Mutual Assistance at each unit with great care.

B.  Relationship with the U.S. Coast Guard

Recognized as the official financial assistance organization for the U.S. Coast Guard, Coast Guard Mutual Assistance maintains a unique relationship with the U.S. Coast Guard.

While Coast Guard Mutual Assistance maintains a small Headquarters in Arlington, VA, active duty members and civilian employees located throughout the U.S. Coast Guard, conduct the vast majority of assistance work on a decentralized basis.

CGMA provides a valuable resource to the U.S. Coast Guard by relieving the distress of eligible personnel and their families through financial aid to meet emergency, housing, medical and educational needs.

Recognizing the valuable services provided by CGMA, the U.S. Coast Guard supports Coast Guard Mutual Assistance by providing; manpower and reasonable logistics support to aid CGMA in carrying out its mission.

C.  Board of Control

1.  General

The Board of Control (BOC), located at Coast Guard Headquarters in Washington, DC, is the governing body of Coast Guard Mutual Assistance.  The Board is comprised of both ex officio and elected members.

·        The Commandant of the U.S. Coast Guard, who serves as the Chairman of Coast Guard Mutual Assistance, along with Assistant Commandant for Human Resources (CG-1) and the Master Chief Petty Officer of the Coast Guard are ex officio members of the Board.

·        Other members are elected to ensure the membership of the BOC represents all segments of the Coast Guard family.

Board of Control members are expected to actively participate on the Board and serve on the various Committees which assists the Board in carrying out its responsibilities.  Members are generally elected from among individuals in the greater Washington, DC area.

2.  Officers

With the exception of the Chairman and the President, officers of the organization are elected from within the Board membership and include:

·        Chairman

·        President

·        Vice President

·        Secretary

·        Treasurer

3.  Responsibilities

Responsibilities of the Board of Control include:

·        Providing oversight of the organization.

·        Reviewing and developing policies.

·        Reviewing and developing programs.

·        Reviewing cases exceeding the established limit for Regional Directors.

·        Reviewing appealed cases.

·        Reviewing cases that may establish precedent or require an exception to policy.

·        Establishing geographical regions and appointing a Regional Director for each region.

Specific information concerning the Board of Control is contained in appendix B - CGMA Bylaws.

4.  Contacting the Board of Control

Mail to the Coast Guard Mutual Assistance Board of Control should be sent to:

Coast Guard Mutual Assistance
4200 Wilson Blvd., Suite 610
Arlington, VA 22203-1804

D.  CGMA-HQ

1.  General

Headed by the Executive Director, the staff of Coast Guard Mutual Assistance Headquarters, located in Arlington, VA, is tasked with carrying out policies established by the Board of Control and conducting daily operations of CGMA.

CGMA-HQ staff will promote, manage, supervise and direct all activities of CGMA under the policy guidance of the Board of Control, including:

·        Supervise all functions and operations of Coast Guard Mutual Assistance.

·        Establish procedures to safeguard funds received, and ensure that funds are collected, invested, allocated, disbursed, and audited in accordance with policies approved by the Board of Control.

·        Develop and maintain financial and operating relations with other Military Aid Societies (MAS) and the American Red Cross.

·        Establish and maintain administrative and accounting procedures and records.

·        Contact and correspond directly with Regional Directors and Representatives on CGMA matters.

·        Prepare and distribute the CGMA Annual Report.

·        Prepare and distribute material to conduct the CGMA Annual Fundraising Campaign.

·        Review all approved cases for consistency and compliance with CGMA policy.  Send notices of discrepancies noted to Regional Directors and Representatives.

·        Provide pertinent data about CGMA to the Board of Control, Regional Directors and Representatives.

·        Develop and maintain systems to conduct CGMA activities.

·        Develop and maintain the official CGMA website (www.cgmahq.org).

·        Develop, stock, and distribute CGMA forms and publications.

·        Assist the Board of Control, Regional Directors, Representative and CGMA clients as necessary.

Additional information concerning CGMA-HQ staff employees is contained in appendix B - CGMA Bylaws

2.  Contacting CGMA-HQ

Mail to Coast Guard Mutual Assistance Headquarters should be sent to:

Coast Guard Mutual Assistance
4200 Wilson Blvd., Suite 610
Arlington, VA 22203-1804

Email to Coast Guard Mutual Assistance Headquarters should be sent to:

 ARL-DG-CGMA@uscg.mil

Individuals may also call toll free(1 (800) 881-2462.

The following are Points of Contact located at Coast Guard Mutual Assistance Headquarters.

• Executive Director:  ((202) 493–6622

Contact for questions and/or comments concerning the overall management of CGMA, CGMA-HQ personnel matters, CGMA Website, Board of Control, other general questions or comments concerning CGMA.

• Director of Finance:  ((202) 493-6685

Contact for questions and/or comments concerning the overall financial operations of CGMA, financial reports, restricted list, computer operations, CGMA-CMP.

• Director of Administration:  ((202) 493-6624

Contact for questions and/or comments concerning the overall administrative operations of CGMA, education grants and loans, CGMA Manual, correspondence, reports, fundraising campaign.

 

• Financial Assistant:  ((202) 493–6627

Contact for questions and/or comments concerning collection agency actions, final active duty repayment, past due accounts, refunds, other society loans, and general account management.

• Financial Assistant:  ((202) 493–6636

Contact for questions and/or comments concerning allotment and cash repayments, CGMA-CMP user names, passwords, and general questions.

• Client Services Specialist:  ((202) 493–6664

Contact for questions and/or comments concerning the annual campaign, education assistance programs, and respite care processing.

• Administrative Assistant:  ((202) 493–6621

Contact for questions and/or comments concerning general office procedures, correspondence, file and mail management and to request forms and publications.

E.  Regional Directors and Assistant Regional Directors

In accordance with CGMA Bylaws, the Board of Control shall establish as many geographical regions as are suitable for ensuring widespread utilization of Coast Guard Mutual Assistance resources towards fulfilling the mission of the organization.  Each region will have a Regional Director, and may have an Assistant Regional Director assigned.  (See appendix D for a list of CGMA Regions and Locations of Representatives.)

1.  Appointment

Regional Directors and Assistant Regional Directors must be appointed in writing.  General designation by including CGMA as a duty or collateral duty for an individual (or for a position or billet) is not sufficient to meet IRS regulations concerning non-profit organizations.  Individual appointment letters as discussed below must be completed each time a Regional Director or Assistant Regional Director is assigned.

a.  Regional Director

For each CGMA region, one senior active duty officer assigned to the region will be appointed as the Regional Director.  Depending on the type of unit involved, the Regional Director will normally be:

·        District Commanders.

·        Commanders of the MLCs.

·        Commanding Officers of ISCs.

·        Commanding Officers of Headquarters units.

Regional Directors will be appointed in writing and approved by the Chairman of CGMA.

CGMA-HQ will prepare and forward appointment letters for newly assigned Regional Directors.  This letter will be forwarded to the Representative assigned to the unit for presentation to the new Regional Director

Note:   As soon as it is known that a new Regional Director will be assigned contact the CGMA-HQ Administrative Assistant or the Director of Administration .   CGMA-HQ will attempt to have an appointment letter completed prior to the arrival of the new Regional Director.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

Appointment letters for Regional Directors will be distributed as follows:

·        Original – Retained by the individual appointed.

·        Copy – Retained by CGMA-HQ.

·        Copy – Retained in the unit’s CGMA files.

Unless revoked by the Board of Control, appointment as Regional Director will terminate upon the departure of the individual or when the Board of Control appoints a new individual.

b.  Assistant Regional Director

Regional Directors may appoint, in writing, one Assistant Regional Director, to aid in the administration of Coast Guard Mutual Assistance

Note:   Regional Directors are strongly encouraged to appoint an Assistant Regional Director.

CGMA policy does not grant authority to any individual not specifically designated in writing to conduct Coast Guard Mutual Assistance affairs.  This limitation includes individuals who, in the absence of the Regional Director, assume the Regional Directors official Coast Guard duties.

The Regional Director may specify limits and restrictions to the authority they grant an Assistant Regional Director.  Unless otherwise restricted by the Regional Director, the Assistant Regional Director will have the same authority and responsibilities as the Regional Director.  (See section 4-C for additional information concerning Approval Authority.)

Loan approval and check signing authority given to an Assistant Regional Director must be specified in the Assistant Regional Director’s appointment letter.  (See figure 2.E.1 for a sample appointment letter.)

Appointment letters for the Assistant Regional Director will be distributed as follows:

·        Original – Retained by the individual appointed.

·        Copy – Forwarded to CGMA-HQ.

·        Copy – Retained in the unit’s CGMA files.

Unless revoked by the Regional Director or the Board of Control appointment, as Assistant Regional Director will terminate upon the departure of the individual, when a new individual is appointed, or when a new Regional Director is appointed.

The fiscal administration of Coast Guard Mutual Assistance within a CGMA region shall be under the general supervision of the Regional Director.  In addition to the duties and responsibilities prescribed elsewhere, the Regional Director shall:

a.       Promote, manage, supervise, and direct all CGMA activities within their Area of Responsibility (AOR) under the policy guidance of the Board of Control.  (See appendix D for a list of CGMA Regions and Locations of Representatives.)

b.      Act in conformity with the Bylaws, directives, publications, policies and procedures of Coast Guard Mutual Assistance as established by the Board of Control.

c.       Ensure that assistance is available to all eligible personnel within the region.

d.      Administer Coast Guard Mutual Assistance programs through various Coast Guard personnel designated as Coast Guard Mutual Assistance Representatives.

e.       Safeguard Coast Guard Mutual Assistance funds and have the fiduciary responsibility for their receipt and expenditures.  Theft or misuse of CGMA funds will not be tolerated.  The appearance of impropriety shall be avoided.  To this end, funds shall never be handled or expended in a manner open to question.

f.        Vote on all revisions to the CGMA Bylaws, nominees for elected positions on the Board of Control and on other matters referred by the Board of Control.

g.       Determine the general need and effectiveness of Coast Guard Mutual Assistance activities at units within the region.

h.       Keep all personnel of every unit within the region fully informed as to the assistance offered by Coast Guard Mutual Assistance.

i.         Appoint a sufficient number of Representatives to serve the CGMA needs of all personnel within the region.  It is intended that there be sufficient Representatives to ensure that every person in the Coast Guard has ready access to Coast Guard Mutual Assistance.  (See section 2-G for additional information concerning establishing or disestablishing a CGMA Location.)

j.        Prepare appointment letters for the Assistant Regional Director and for Representatives within AOR.

k.      Assist CGMA-HQ and the BOC, as needed, to ensure that Representatives are kept fully informed of, and in compliance with, the policies and procedures of Coast Guard Mutual Assistance.

l.         Oversee the Annual Fundraising Campaign for Coast Guard Mutual Assistance within the region.  Supervise and direct Representatives within the region in the execution of the campaign.

m.     Ensure audits of Representatives are conducted as prescribed.

n.       Ensure that all documents, files, records, and reports are completed and kept in accordance with established policy.

o.      Review and decide cases beyond Representative’s authority.  (See paragraph 4-B-7-f for additional information concerning forwarding cases and section 4-C for additional information concerning Approval Authority.)

p.      Establish local policy for handling (reviewing, approving/disapproving) requests needing Regional Director's approval.  Indicate the desired modes of communication (telephone, e-mail, or fax) and the documentation required (hardcopy, supporting documents, point-of-contact, etc.).  The policy should be flexible enough to allow for the complexity and variety of cases that arise

·        Keep all Representatives in the region informed on local policy.

·        Establish a method for logging and tracking requests approved/disapproved by the Regional Director.

·        Inform the Representative of the decision in each case handled by the Regional Director and provide a Regional Director Control Number when assistance is approved.

·        The Representative will normally process approved cases, indicating the Regional Director as the approving authority, and entering the Regional Director Control Number on the CGMA Check (CGMA Form 52).

q.        Assist the Board of Control, Representatives, and CGMA-HQ with the administration of Coast Guard Mutual Assistance throughout the region.

r.       Act on unusual situations such as the loss of funds, embezzlement, or gross negligence.

s.        Resolve open issues on audits, investigations, or administrative matters.

t.        Ensure all assistance cases requiring Board of Control action are forwarded to the Board of Control via CGMA-HQ with complete supporting documentation and a clear Approval or Disapproval recommendation signed by the Regional Director or by the Assistant Regional Director in the absence of the Regional Director.  (See paragraph 4-B-7-f for additional information concerning forwarding cases and section 4-C for additional information concerning Approval Authority.)

Note:   Provide the reasons or basis upon which the recommendation was made.  "Forwarded”, “Forwarded for review” or “Forwarded for consideration” are not considered a sufficient recommendation.

u.       Make recommendations, as appropriate, for the improvement of Coast Guard Mutual Assistance.

v.       Maintain a liaison between the Board of Control, CGMA-HQ and Representatives within the region.

w.     Forward all correspondence requiring Board of Control action, including recommendations from the field, to the BOC via CGMA-HQ with suitable supporting documentation and recommendations.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

F.  Representatives and Assistant Representatives

Each CGMA Location will have a Representative and may have one or more Assistant Representatives assigned.  (See section 2-G for additional information concerning establishing or disestablishing CGMA Locations.)

The essential ingredient in the integrity and success of Coast Guard Mutual Assistance is the quality of the people who administer the program.  Selection of individuals to be Representatives and Assistant Representatives should be made with great care.

Individuals appointed as a Representative or Assistant Representative shall have the following qualifications:

·        Demonstrated integrity in performance involving financial responsibility.

·        Ability to relate to and assist with problems and financial needs of clients.

·        Sensitivity to and understanding of problems facing all clients and their families.

·        Knowledge and understanding of the various programs available through the Coast Guard and other federal, state, local and private organizations designed to help individuals and families in their time of need.

·        Interest and skill in human relations.

·        Mature judgment.

1.  Actions Necessary Upon Appointment

Several actions must be completed to successfully assume or transfer the duties and responsibilities of a unit’s Coast Guard Mutual Assistance Representative or Assistant Representative from one person to another.  Each of the following must be completed as soon as possible following the assignment as a CGMA Representative or Assistant Representative.

a.  Appointment Letters

Representatives and Assistant Representatives must be appointed in writing.  General designation by including CGMA as a duty or collateral duty for an individual (or for a position or billet) is not sufficient to meet IRS regulations concerning non-profit organizations.  Individual appointment letters as discussed below must be completed each time a Representatives and Assistant Representatives is assigned.

·        Representatives must be appointed in writing by their Regional Director.

·        Assistant Representatives must be appointed in writing by the unit’s Representative.

Note:   Representatives are strongly encouraged to appoint at least one Assistant Representative.

CGMA policy does not grant authority to any individual not specifically designated in writing to conduct Coast Guard Mutual Assistance affairs.  This limitation includes individuals, who in the absence of the Representative assume their official Coast Guard duties.

1) Representatives

For each CGMA Location, the Regional Director shall appoint one Representative.  (See figure 2.F.1 for a sample appointment letter.)  Depending on the type of unit involved, the Representative will normally be the:

·        Commander

·        Commanding Officer

·        Officer-in-Charge

The Board of Control must approve exceptions to the above.

Appointment letters for Representatives will be distributed as follows:

·        Original – Retained by the individual appointed.

·        Copy – Retained in the Regional Director’s files.

·        Copy – Retained in the unit CGMA file.

·        Copy – Forwarded to CGMA-HQ.

Unless revoked by the Regional Director or the Board of Control, appointment as Representative will terminate upon the departure of the individual or when a new individual is appointed.

2) Assistant Representatives

Representatives may appoint, in writing, one or more Assistant Representatives, to aid in the administration of Coast Guard Mutual Assistance.

The Representative may limit and restrict the authority they grant an Assistant Representative.  (See section 4-C for additional information concerning Approval Authority.)

Loan approval and check signing authority given to an Assistant Representative must be specified in the Assistant Representative’s appointment letter.  (See figure 2.F.2 for a sample appointment letter.)

Appointment letters for Assistant Representatives will be distributed as follows:

·        Original – Retained by the individual appointed.

·        Copy – Forwarded for the Regional Director’s files.

·        Copy – Retained in the unit’s CGMA files.

Unless revoked by the Representative, Regional Director or the Board of Control, appointment as Assistant Representative will terminate upon the departure of the individual or when a new individual is appointed.

b.  Bank Signature Cards

A Bank Signature Card (NDC 94-14-9007M), signed by every person at the unit with CGMA check signing authority, is required for every CGMA Location.  Do not include any person on the Bank Signature Card who does not have check signing authority.

In addition to being available in appendix C of this manual, Bank Signature Cards are also available to download from the CGMA-HQ website www.cgmahq.org.  (Locate the download version of the CGMA Manual, from the List of Forms that may be Individually Downloaded, select NDC 94-14-9007M.)  Forms are also available by contacting the CGMA-HQ Administrative Assistant or the Director of Administration .   (See paragraph 2-D-2 for CGMA-HQ contact information.)

Each CGMA Location must complete a new Bank Signature Card whenever any person at that Location with CGMA check signing authority is assigned, departs or is no longer authorized to sign CGMA checks.  This includes Regional Directors and Assistant Regional Directors.

Note:   Individuals who have been given limited authority to access the Case Management Program and/or approve assistance, but do not have check signing authority, are not to be included on the Bank Signature Card.

When a new Bank Signature Card is completed, it must include the name and signature of every person at the unit with CGMA Check signing authority. 

This is necessary because the bank processes the Bank Signature Card, by replacing the preexisting card with the new card.  Once this takes place, only the people listed on the new Bank Signature Card will be authorized to sign CGMA Checks.  This is necessary to ensure that only current authorized individuals are signing checks.

Once everyone having check signing authority has signed the Bank Signature Card, and after making a copy for the unit's CGMA file, the ORIGINAL Bank Signature Card is to be forwarded to CGMA-HQ (do not send it to the bank) copies are not acceptable.

c.  Audits

Each time the unit’s Representative changes, an audit is to be conducted to account for all CGMA Checks (CGMA Form 52) issued to the unit.  (See section 6-B for additional information concerning audits.)

d.  CGMA Materials

Everyone associated with Coast Guard Mutual Assistance should have access to, and become familiar with, each of the following:

·        Coast Guard Mutual Assistance Manual.

·        Articles of Incorporation.

·        Coast Guard Mutual Assistance Bylaws.

·        CGMA Annual Report.

·        CGMA Campaign materials (during the campaign).

Note:   The CGMA Manual, Articles of Incorporation and Bylaws are available to download from the CGMA-HQ website www.cgmahq.org.  (Locate the download version of the CGMA Manual and select the needed items from the list of items that can be downloaded.)

The CGMA Annual Report and campaign materials are forwarded to all CGMA Representatives annually by CGMA-HQ.  Additional copies may be obtained by contacting the CGMA-HQ Administrative Assistant or the Director of Administration .   (See paragraph 2-D-2 for CGMA-HQ contact information.)

Additionally, on a monthly basis, Representatives are to review and use, the following reports prepared by CGMA-HQ:

·        Active Loan List.

·        Assistance Summary Report.

·        Board of Control Minutes.

·        Delinquency Report.

·        List of Representatives and Assistant Representatives by Region.

·        Restricted List.

(See section 6-D for additional information concerning each of these reports.)

Note:   Contact the CGMA-HQ Administrative Assistant or the Director of Administration  if your unit is not receiving any of these items.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

e.  Obtaining User Names and Passwords for CGMA-CMP

All Representatives are to use the CGMA-Case Management Program (CMP) for the preparation of CGMA Assistance Checks (CGMA Form 52).  Representatives and Assistant Representatives must obtain a user name and password from CGMA-HQ to use this program.  (See appendix E for detailed information concerning the Case Management Program.)

After all items in paragraphs 2-F-1-a through 2-F-1-d have been completed, each Representative and Assistant Representative must complete a CGMA Representative or Assistant Representative Information and Certification (CGMA Form 20).

In addition to being available in appendix C of this manual, this form is also available to download from the CGMA-HQ website www.cgmahq.org.  (Locate the download version of the CGMA Manual, from the List of Forms that may be Individually Downloaded, select CGMA-20).  Forms are also available by contacting the CGMA-HQ Administrative Assistant or the Director of Administration .   (See paragraph 2-D-2 for CGMA-HQ contact information.)

When all items on the CGMA Form 20 are completed, the CGMA Form 20, along with a copy of the Representative's appointment letter, and a new Bank signature Card are to be faxed to CGMA-HQ at (202) 493-6686.  A CGMA-HQ staff employee will contact you to complete the verification process and issue a User Name and Password allowing you access to the CGMA-CMP.

For security and system integrity, Representatives and Assistant Representatives are not to share user names or passwords, nor use the name or password of a departing Representative.

In addition to the duties and responsibilities prescribed elsewhere, Representatives shall:

a.       Promote, manage, supervise, and direct all CGMA activities for every Coast Guard unit within their Area of Responsibility (AOR) under the policy guidance of the Board of Control.

Note:   A list of service units within an AOR may be obtained from the Case Management Program.  (See appendix E for addition information concerning CMP.)

b.      Act in conformity with the bylaws, directives, publications, policies and procedures of Coast Guard Mutual Assistance as established by the Board of Control.

c.       Safeguard Coast Guard Mutual Assistance funds and have the fiduciary responsibility for their receipt and expenditures.  Theft or misuse of CGMA funds will not be tolerated.  The appearance of impropriety shall be avoided.  To this end, funds shall never be handled or expended in a manner open to question.

d.      Complete all items in paragraph 2-F-1, Actions Necessary upon Appointment as a CGMA Representative or Assistant Representative.

e.       Provide CGMA services for:

·        Clients at every Coast Guard unit within their AOR.

·        Clients from other areas while they are in the AOR.

·        Members of the other armed services.

f.        Review the Active Loan List, Restricted List and Delinquent Report provided by CGMA-HQ, prior to providing assistance, to ensure assistance is not given to restricted or delinquent individuals and to ensure the client’s total outstanding balance does not exceed the Representatives authority to provide assistance.

g.       Forward assistance cases with need beyond the authority of the Representative to the Regional Director fully supported with documentation and a clear approval or disapproval recommendation from the Representative (or the Assistant Representative in the absence of the Representative).  (See paragraph 4-B-7-f for additional information concerning forwarding cases to higher authorities and section 4-C for additional information concerning Approval Authority.)

Note:   Provide the reasons or basis upon which the recommendation was made.  “Forwarded”, “Forwarded for review” or “Forwarded for consideration” are not considered a sufficient recommendation.

h.       Keep the Regional Director fully informed of the general and specific needs for CGMA activities within the AOR.

i.         When requested by CGMA-HQ, provide accurate counts of active duty members, civilian employees and Reserve members assigned to all units within the AOR.  (This information is necessary to determine the amount of campaign and other materials necessary to conduct CGMA activities within the AOR.)

j.        Conduct the Annual Fundraising Campaign for Coast Guard Mutual Assistance at every Coast Guard unit within their AOR.

k.      Maintain a liaison with Commanding Officers, Commanders and Officers-in-Charge of units within your AOR to determine the specific needs of personnel for assistance and the effectiveness of aid when given.

l.         Keep all personnel of every unit within the AOR fully informed as to the assistance offered by Coast Guard Mutual Assistance.

m.     Distribute CGMA material as necessary and appropriate to all units and individuals within the AOR, including campaign material.

n.       Prepare and maintain all necessary CGMA files, reports and records.

o.      Conduct audits as prescribed.

p.      Prepare appointment letters to designate, in writing, qualified individuals to serve as Assistant Representatives.

q.      Assist the Board of Control, the Regional Director and CGMA-HQ with the administration of Coast Guard Mutual Assistance throughout the AOR.

r.        Safeguard all CGMA Checks and funds.

G.  CGMA Locations

1.  Establishment of a new CGMA Location

In accordance with CGMA Bylaws, Regional Directors, with the approval of CGMA-HQ, may establish CGMA Locations as necessary to carry out CGMA activities within their AOR.

Units desiring to establish a new CGMA Location are to forward their request to CGMA-HQ via their Regional Director.  The request must contain the following information:

·        Unit name, OPFAC and address.

·        Name and phone number of the proposed CGMA Representative and Assistant Representatives.

·        Proposed activation date.

·        Approximate number of military and civilian employees.

With the written approval of the Regional Director, the unit’s request along with all items in paragraph  2-F-1 Actions Necessary upon Appointment as a Representative or Assistant Representative will be forwarded to CGMA-HQ.

CGMA-HQ will complete the following to establish the unit:

·        Assign user names and passwords for access to the CGMA-CMP.

·        Determine the need for CGMA Checks and other CGMA materials.

·        Forward necessary supplies directly to the new CGMA Representative.

2.  Disestablishment of a CGMA Location

When it has been determined that there is no longer a need for a CGMA Representative to be assigned to a particular Location, the Representative for that Location will forward a request to disestablish their Location, to CGMA-HQ via their Regional Director.

Upon official closure of the CGMA Location, the Representative is to:

·        Return all unused CGMA Checks (CGMA Form 52) to CGMA-HQ via certified mail.

·        CGMA unit files and case files should be retained at the unit and disposed of in accordance with section 6-A.

Note:   Units that are being decommissioned should forward all CGMA unit and case files to CGMA.  (See paragraph 2-D-2 for CGMA-HQ contact information.)

3.  Current Locations of Regional Directors and Representatives

See appendix D for the current locations of CGMA Regional Directors and Representatives.

H.  Additional Information

Questions, comments and recommendations concerning this chapter should be directed to the CGMA-HQ Executive Director , Director of Administration or Director of Finance .   (See paragraph 2-D-2 for CGMA-HQ contact information.)

MEMORANDUM

1.      Under the provisions of paragraph 2-E-1 of reference (a), and with your consent, you are hereby appointed CGMA Assistant Regional Director, (insert unit name).  As Assistant Regional Director, you are authorized to conduct Coast Guard Mutual Assistance affairs in accordance with the provisions of references (a) and (b).

2.      Please acknowledge receipt of this memo and indicate acceptance of this appointment by endorsement hereon.

# 

(Today’s Date)

FIRST ENDORSEMENT 

From:   (Insert Name of designated Assistant Regional Director) 

To:       Regional Director, (Insert name of Regional Director’s unit) 

1.      I hereby accept appointment as CGMA Assistant Regional Director, (insert unit name).  I have read and understand the provisions of reference (b).

# 

Copy: CGMA-HQ

MEMORANDUM

1.      Under the provisions of paragraph 2-F-1 of reference (a), and with your consent, you are hereby appointed CGMA Representative, (insert unit name).  As CGMA Representative, you are authorized to conduct Coast Guard Mutual Assistance affairs in accordance with the provisions of references (a) and (b).

2.      Please acknowledge receipt of this memo and indicate acceptance of this appointment by endorsement hereon.   Upon acceptance of this appointment, you are to complete the CGMA Representative or Assistance Representative Information and Certification Form (CGMA Form 20) and the Relief of CGMA Representative or Assistant Representative Audit Form (CGMA Form 21) in accordance with paragraph 2-F-1 of reference (a).

#

(Today’s Date)

FIRST ENDORSEMENT

From:   (Insert Name of designated CGMA Representative)

To:       Regional Director, (Insert name of CGMA Representative’s unit)

1.      I hereby accept appointment as CGMA Representative, (insert unit name).   I have read and understand the provisions of reference (b).

2.      A copy of the letter and a Bank Signature Card has been sent to CGMA-HQ.  Completed CGMA Forms 20 and 21 are attached, and copies have been sent to CGMA-HQ.

#

Enclosures:       (1) CGMA Form 20
                        (2) CGMA Form 21

MEMORANDUM

1.      Under the provisions of reference (a), and with your consent, you are hereby appointed as a CGMA Assistant Representative, (insert unit name). 

2.      You (are) (are not) authorized to approve CGMA loans of up to (If authorized to approve, insert amount up to a maximum of $2,500).

3.      You (are) (are not) authorized to sign CGMA checks.

4.      Please indicate your acceptance of this appointment by endorsement hereon.  Upon acceptance of this appointment, you are to complete the CGMA Representative or Assistant Representative Information and Certification Form (CGMA Form 20) and the Relief of CGMA Representative or Assistant Representative Audit Form (CGMA Form 21) in accordance with reference (a).

# 

(Today’s Date)

FIRST ENDORSEMENT 

From:   (Insert Name of designated Assistant CGMA Representative) 

To:       CGMA Representative, (Insert name of CGMA Representative’s unit) 

1.      I hereby accept appointment as CGMA Assistant Representative, (insert unit name). 

2.      Completed CGMA Forms 20 and 21 are attached, and copies have been sent to the Regional Director.

#

Enclosures:       (1) CGMA Form 20
                        (2) CGMA Form 21