1) The At-Sea Mentoring Initiative be structured in such a way to lend itself to increased cooperation and communication among DFO’s headquarters and regional staff involved in implementing the Marshall Response Initiative.

A Working Group has been established with participation from Scotia-Fundy, Gulf, and Quebec regions and chaired by HQ. Meetings are held bi-weekly.

The Working Group if fully engaged in the delivery of the initiative through a number of face-to-face meetings and scheduled conference calls.

Ongoing.

March 2008

2) Roles and responsibilities for all parties involved in the delivery of the new At-Sea Mentoring Initiative be clearly defined and respected.

A Policy and Procedures Manual and a Step-by-Step Guide have been developed to clearly define roles and responsibilities.

Policy and Procedures Manual drafted and clearly defines roles and responsibilities.

Step-by-Step guide published in printed and electronic format to DFO website and adheres to government communications guidelines.

Information workshops held with First Nations, Training Plan Partners, Technical Advisory Committee, Mentoring Advisory Committee and qualified service providers.

Policy and Procedures Manual to be translated and published in printed and electronic format and distributed to all stakeholders.

March 2005

3) In the new At-Sea Mentoring Initiative, the Department maintains arms-length relationship in any activities between the First Nation communities and the Service Provider.

First Nations will contract directly with the approved service provider of their choice.

First Nations (FN) are engaged in preparing Fisheries Training Plans with the assistance of Training Plan Partners (TPP) recommended by Atlantic Policy Congress of First Nations Chiefs and consist of Tribal Councils/organizations sanctioned by each FN.

Contribution Agreements with individual FNs who have completed Fisheries Training Plans and who have expressed an interest in participating in the initiative.

Ongoing

4) In determining what Service Providers are selected to provide mentor deployment services to First Nation communities, the Department ensure that the process is fair, transparent and competitive.

An Expression of Interest has been posted to the DFO website, as well as a direct mail-out to known organizations. Submissions will be evaluated and a list of approved service providers will be available for First Nations selection.

Expression of Interest for qualified service providers posted to DFO Website for greater than forty days using Contracting and Procurement guidelines.

Mailout to known organizations. Responses evaluated utilizing Contracting and Procurement methodology.

Communication of results to all stakeholders.

First Nations to select their service provider from the pre-qualified list.

Ongoing

5) Membership for the Advisory Group:

• be representative of all Marshall First Nations selecting the members through the Aboriginal Policy Congress (APC) or other such Aboriginal body;
• include industry representation from the three DFO geographic areas (Maritimes, Gulf and Quebec) responsible for Marshall; and
• be restricted to a number that is manageable and can focus on the issues at hand.

The Advisory Group of ten has been selected with the assistance of the APC and DFO Working Group members and has ten members.

Five First Nations Chiefs: Indian Island, Pictou Landing, Lennox Island, Gesgapegiag, and Saint Mary’s

Four industry organizations: Maritime Fishermen’s Union, Atlantic Fishing Industry Alliance, Fédération des Pêcheurs Semi-Hauturiers du Québec, and PEI Fishermen’s Association.

DFO HQ will chair the committee.

On the recommendation of the APC, the Mentoring Advisory Committee expanded to six FN members.

A first meeting was held in June 2004.

A second meeting is scheduled for March 23, 2005.

March 2008

6) In the administration of the new ASMI, controls be put in place and procurement practices strengthened to ensure compliance with contracting regulations to avoid situations such as:

• contract splitting;
• sole source contracting;
• excluding travel costs from contract amounts; and
• after the fact Purchase Orders.

Delivery of the program has lead time built in to ensure compliance with contracting regulations through multi-year training plans/agreements to ensure sufficient planning time is available.

The use of contribution agreements will reduce/eliminate the possibility of non-compliance with contracting regulations.

DFO Contracting and Procurement consulted on all contracting and contribution agreement activity and compliance with contracting policies and principles.

Contribution agreements for mentor deployment to be negotiated for First Nations with approved fisheries training plans.

March 2007

7) Payments not be made for any deployment activities until such a time that the First Nation community requesting funding has a training plan in place that is acceptable to DFO.

Training Plan Partners will be made available to assist First Nations in the preparation of a multi-year training plan as a pre-requisite for participation in ASMI.

FN communities are working with their TPP and draft plans are well underway.

Receipt by DFO from an interested FN who have an approved fisheries training plan.

Signing of contribution agreements.

Payments on Contribution Agreements will be on a monthly basis.

March 2008

8) The program design of the new At-Sea Mentoring Initiative should ensure that it is implemented in such a manner that takes into consideration training requirements of First Nations and the priorities established by the Department.

A Technical Advisory Committee (TAC) will evaluate training plans to ensure they correspond with the training requirements of First Nations and the Department’s established priorities.

The TAC has started to review draft fisheries training plans and are in consultation with TPP and communities to fine-tune plans prior to approval by Chief and Council. The TAC on behalf of DFO will ensure that the Mentor Deployment requirements are sound.

TAC approvals to be received by the Program Authority prior to negotiating any contribution agreement with the FN

March 2007

9) A strategic communication plan be developed to

• provide awareness of the new At-Sea Mentoring Initiative to First nations and other interested parties; and
• provide on going information on the Initiative’s activities and the benefits of participating in it.

All communications activities are undertaken with the participation of DFO Communications and include:

Announcement and news release for the program

• A workshop
• A CD
• A renewed website

Communications branch full engaged. The following products have been released:

• Announcement by Minister and news release in February 2004;
• Production and distribution of CD "The Pathway to Success"; and
• The CD, Step-by-Step Guide and the Expression of Interest for Service Providers posted to website.

Policy and Procedures Manual to be translated and posted to web.

March 2005

10) Policies and procedures be developed for the new ASMI. These should cover such areas as:

• process for application for and approval of mentor deployment projects;
• guidelines for First Nations in selecting a Service Provider;
• guidelines for the selection of trainees and mentors, including the use of the mentor database

A Policy and procedures manual has been drafted and continues to develop as documents are finalized.

The Policy and Procedures Manual is in final production stage and covers the process for application and approval of mentor deployment projects; guidelines for FN and service provider in selecting a service provider; and guidelines for the selection of trainees and mentors.

Working Group to approve Manual.

Translation, printing and distribution.

March 2005

11) The list of certified mentors be reviewed to ensure the availability of mentors in each of the mentor deployment area. Where a sufficient number of mentors do not exist, then, efforts be made to provide training in those areas where there is a need, particularly in Quebec where there are no certified mentors.

New mentor recruits will be identified in direct partnership with First Nations and will receive mentor certification training. This will ensure adequate mentor availability matched to the needs of individual First Nation communities.

Letter sent out to all certified mentors to determine interest and update profiles.

Database updated.

In Quebec, FNs have selected to work with the Centre Spécialisé des pêches in the preparation of their fisheries training plan and will identify mentors for certification requirements. DFO has facilitated this exercise.

Service Providers for Mentor Deployment will assist FNs in selecting mentors, identify shortages and refer possible new mentors for Mentor Training and Certification.

March 2005 to March 2007

12) Controls be put in place to minimize the risk of double dipping. These could include:

• A statement be included in the contract between the mentor and DFO (or Service Provider) indicating that he will not be receiving a share of the catch.
• A contract be entered into between DFO (or the Service Provider) and the First Nation or Captain of the vessel on which the mentoring will take place. The contract would outline specific criteria to be followed by the First Nation or Captain that will provide assurance to DFO that the Mentor will not be paid a share of the catch.

The contribution agreement will include controls to minimize the risk of double dipping.

Views of Legal Services sought to determine definition of double dipping and its possible application under ASMI.

Finalize contribution agreement template.

Consul Audit and Evaluation Directorate.

April 2005

13) DFO officials remove themselves from any selection process for the recruitment of employees of organizations under contract to the Department.

The service provider will contract directly with the First Nation and not be under contract to DFO.

Roles and responsibilities clearly defined in Step-by-Step Guide and Policy and Procedures Manual.

Contracts between Service Providers and FNs for Mentor Deployment delivery.

March 2007