2. The Cape Cod FisheriesTrust has been managed through a
collaboration with the Cape Cod Commercial Hook Fishermen’s
Association and the Community Development Partnership since
2008.This collaboration allows the trust to take advantage of
the strengths of each organization and assure that the quota is
allocated through a non-fishing partner, to eliminate conflict of
interest. The critical players and sequence of events involved in
the process of managing the CCFT Scallop lease program are
outlined below.
3. RecurringEvents
Monthly Meetings
FishermenQuarterly
Meetings
LeadershipTeam
Meetings
* Staff prepare for a monthly
meeting with all fishermen in
our program.
*The Agenda is reviewed by
fishermen leaders & any
fisherman can add an agenda
item.
*Topics include: data
collection, key points on the
CCFT Scallop Program,
Regional & national fishing
policy, CCFT program issues
that need discussion.
* Attendance is mandatory at
50 % of all meetings that we
hold. Attendance is taken &
minutes recorded.
* Quarterly Meetings with
“Business Builders” & those
new to the program.
* About half of the scallopers
in our program are required
to meet with staff quarterly
to review their current P & L
and progress against goals
* Quarterly meeting with
Executive Directors, Chief
financial officers & key
program staff of both
organizations.
4. FirstQuarterActivities
JANUARY FEBRUARY MARCH
Review Applications: Staff
reviews all submitted
applications & checks for
completeness. Quota manager
responds to fishermen to report
missing or incomplete items
prior to submission deadline.
Staff confirms tax filings with
IRS form 4506-T. Program Staff
fromCCFT and CDP review all
applicants & prepare
recommendations for Business
&Credit Committee on
allocation.The Business & Credit
Committee is the loan
committee for the CDP & makes
the final decision on allocation.
Monthly meeting
LeadershipTeam Meeting
Allocation approval: Staff set
up Business & CreditCommittee
meeting to vote on allocations.
Send Program Letters: Quota
Manager sends notification
letters to fishermen regarding
their acceptance into the
program & allocation for the
upcoming fishing year.
AllocationAcceptance:
Fishermen respond by signing
acceptance letter & returning it
toCDP by deadline to give quota
manager visibility to who will be
in the program.
Prepare for Lease Signing: CDP
Quota Manager prepares leases
to be signed prior to May 1.
Monthly meeting
Lease Signings: Quota
manager meets one on one to
sign leases (March – May 1)
Critical time for staff to meet
one on one with fishermen in
non-confrontational setting.
Opportunity to hear about
individual businesses, engage in
informal conversation & obtain
informal feedback.
Quota Release (beginning of
fishing year): CDP Quota
Manager begins & continues
monthly release of quota based
on individual harvest plans.
Quarterly meetings
Monthly meeting
5. SecondQuarterActivities
APRIL MAY JUNE
Lease Signings continue
Monthly meeting
LeadershipTeam Meeting
End of Signings: Final date to
sign leases is May 1 ( Staff
continues to remind fishermen
of this and all critical deadlines
with US Mail, E mail,Text or
whatever means is most
effective per person.)
Monthly meeting
Annual Program Review: Staff
& fishermen look at program
needs for the coming year and
identify items for further
clarification and development.
Final date to pay for Quota
2013. (For 2013 staff felt it
necessary to expedite the
payment of leased quota due to
multiple conditions. In past
years, quota has been allocated
and then paid for up until Dec 1
based on individual Harvest
Plans.)
Quarterly meetings
Monthly meeting
6. ThirdQuarterActivities
JULY AUGUST SEPTEMBER
Monthly meeting
LeadershipTeam Meeting
Annual Program
Update/Revisions.
Application Review: Review
prior year application &
prepare
improvements/updates for
coming year’s application
process.
Monthly meeting
Complete Application Review
Quarterly meetings
Monthly meeting
7. FourthQuarterActivities
OCTOBER NOVEMBER DECEMEBER
Monthly meeting
LeadershipTeam Meeting
Finalize Application: Have
final application for the
upcoming fishing year ready to
announce & distribute to
fishermen, include timeline,
deadlines and changes.
Announce application
schedule
Announce Application
schedule
Distribute Application
Monthly meeting
Quota Review: Present Status
ofCCFT program to CDP
Business and Credit Committee
including quota projections for
next year
Program Introductions: Meet
one-on-one with any fishermen
to explain the program &
discuss eligibility in preparation
Monthly Meeting
ApplicationTA: Work one-on-
one with fishermen to
complete their application
Remind fishermen to get end
of your P& L from their
bookkeepers before tax
season.
Program Status: Present
Status of CCFT Program to
CCCHFA Board and program
goals for next year.
Accept applications till late
December deadline
8. AdditionalActivities
• Collecting facts & reporting program related facts, writing stories about fishermen in the
program for grant funding /reporting and annual reports for each agency.
• Helping fisherman 1x1 with business planning & loan applications.
• Teaching fishermen record keeping like quick books or other tools.
• Reconciling NMFS reports with fisherman
• Monthly meeting with fishermen leadership team from partnering organizations.
• (Exec Directors, Program Directors, Finance Directors) Plan agenda, hold meeting minutes
• Sharing information with CCFT Weekly. Call with Program Staff weekly to daily. Face to face
Meeting every week or every 2 weeks .
• Press & Public relations
• Collecting information and details about fishermen and families for grant reporting and
stories
