Final Minutes from PWPC Meeting #1.pdf - Peel Watershed ...

Meeting #1, December 17 & 18, 2004
In Attendance:
Peel Watershed Planning Commission:
Meeting #1 Minutes
December 18, 2004
YLUPC Board Room - Whitehorse
Peel Watershed Planning Commission YLUPC
Sam Wallingham – Chair Shawn Francis – Coordinator/Land Use Planner
Albert Genier - Member Ron Cruikshank, YLUPC Director
Marvin Frost – Member Gerald Isaac – First Nation Policy/Planning Advisor, Meeting Facilitator
Abe Wilson – Member Yukon Government
Kenn Roberts- Member Jim Bell, Land Use Planner Consultant
Steve Taylor – Member Tim Sellars, Land Use Planner
*This meeting had a working session on December 17 and on the morning of December 18, 2004. These minutes cover the public portion of the Commission’s
meeting. (December 18, 2004: 2:45 pm - 4: 15 pm) The meeting adjourned around 4:15 pm
Agenda Item 1: Acceptance of Agenda: Public Meeting December 18, 2004
Discussion Topic Action Item
• Review and adopt agenda
Motion #1:
Acceptance of PWPC agenda dated December 17 & 18, 2004 as presented
1 st : Kenn Roberts 2nd: Marvin Frost Motion passed by consensus

Minutes –Peel Watershed Planning Commission – Meeting #1 – December 18, 2004 Page 2 of 5
Agenda Item 2: Selection of PWPC Chairperson
Discussion Topic Action Item
• Floor opened for expression of interest in chair position
• Albert Genier and Sam Wallingham expressed willingness to stand for Chair position (Both removed from discussions prior to decision
on interim chair)
• After deliberation by remaining Commission members, the whole Commission reached consensus to have interim chairs for two periods.
Motion #2: Selection of PWPC Chair
The Peel Watershed Planning Commission (PWPC) moves that Sam Wallingham be selected as the first Commission
Chair, effective immediately, until April 30, 2005. After this date, Albert Genier will serve as Commission Chair for a
period of 4 months for the period May 1 to August 30, 2005. The position of chair is to be reviewed on or before
September, 2005
1st Kenn Roberts 2 nd Steve Taylor Motion passed by consensus
T: Peel Watershed Planning Commissions-Minutes
1. Confirmation received
from Chair candidates.
Agenda Item 3: Commission Office Space
Discussion Topic Action Item
• Chairperson Sam Wallingham was instructed to enter into discussions with North Yukon Planning Commission Chairperson (Shirlee
Frost) and to work out the details of cooperative approaches for the cost sharing of not only staff positions but also the confirmation of
shared office space for the two Commissions adjacent to the Yukon Land Use Planning Council offices. Sam Wallingham preferred that
a meeting of the Commission Chairpersons should take place around January 20, 2005.
Motion #3: Commission Office Space
The Peel Watershed Planning Commission (PWPC) moves that it will seek to share office space with the North Yukon
Planning Commission (NYPC) adjacent to the YLUPC office at 307 Jarvis Street in Whitehorse, Yukon.
1 st Albert Genier 2 nd Sam Wallingham Motion passed by consensus
2.Confirm Chairs meeting
3.Negotiate terms &
conditions of office rental
with owner. Prepare formal
correspondence & Rental
Agreement

Minutes –Peel Watershed Planning Commission – Meeting #1 – December 18, 2004 Page 3 of 5
Agenda Item 4: Staff Options
Discussion Topic Action Item
• Shawn Francis provided 2 options for staffing: 1) One Coordinator/Senior Planner to work with both Commissions 2) One
Coordinator/Senior Planner for each Commission. The second option was selected and the Commission also agreed to joint land use
planner and a shared administrator.
• Commission considered the options and decided to staff appropriately
Motion # 4: Staff Options
The Peel Watershed Planning Commission (PWPC) moves that it will pursue a joint staff sharing arrangement with the
North Yukon Planning Commission (NYPC) and the Yukon Land Use Planning Council (YLUPC) at the Whitehorse
office location. This staff sharing agreement is to be established prior to January 31, 2005.
1 st Albert Genier 2 nd Abe Wilson Motion passed by consensus
T: Peel Watershed Planning Commissions-Minutes
4. Prepare sharing
arrangement doc.
Agenda Item 5: PWPC-3 year Work Plan (draft PTOR)
Discussion Topic Action item
• Ron Cruikshank/Shawn Francis lead the 3 year workplan discussion using a large wall chart with calendar dates to structure a potential
3-year workplan for the Peel Commission. The workplan was generally based upon the Common Land Use Planning Process (CLUPP)
as described within the Peel Watershed Planning Region “General Terms of Reference “.
• The Commission reviewed and discussed the potential workplan and instructed that the PTOR be developed based on the major work
tasks scheduled during this session.
5. YLUPC prepare draft
(PTOR) for Commission
based on results of working
session on Day 2. Draft
PTOR to be presented to
PWPC at next meeting
(March 4, 2005)
Agenda Item 6: PWPC Policies/Procedures
Discussion Topic Action Item
• Recognize that the Policies and Procedures were needed by the end of the starting period. (March 31, 2005) The Commission had
decided upon the responsibility of the Chairs with the production of a role chart checklist.
• Review assortment of sample policy/procedures contents
• Draft policy/procedure doc.
Consider policy/procedure model by next Commission meeting.
6.YLUPC draft Policies and
Procedures document to be
presented to PWPC at next
meeting.
(March 4, 2005)

Minutes –Peel Watershed Planning Commission – Meeting #1 – December 18, 2004 Page 4 of 5
Agenda Item 7: 2005-2006 Annual Work Plan and Budget
Discussion Topic Action Item
• Commission discussed deadline associated with 2005-2006 Annual Work Plan and Budget. This included a mid January target
date for submission to Council. Staff to have 2005-2006 in PTOR and staffing and office sharing management previously discussed
T: Peel Watershed Planning Commissions-Minutes
7.YLUPC prepare draft
2005-2006 Annual Work
Plan and Budget for
Commission based on
results of this meeting, and
linkage to draft PTOR. Draft
2005-2006 annual Work
Plan and Budget to be
presented to PWPC at next
meeting
(March 4, 2005)
Agenda Item 8: PWPC Letter Request for Assistance
Discussion Topic Action Item
• Commission recognized the need for a formal request letter, which is to be fashioned after the NYPC letter of June 2003,
requesting assistance from YLUPC.
8.YLUPC prepare draft
letters content based upon
NYPC sample letter. Present
to PWPC at next meeting
(March 4, 2005)

Minutes –Peel Watershed Planning Commission – Meeting #1 – December 18, 2004 Page 5 of 5
Agenda Item Meeting Adjournment
Discussion Topic Action Item
Motion # 5 Move to adjourn PWPC meeting #1
1st Sam Wallingham 2 nd Kenn Roberts Motion passed by consensus
Meeting adjourned at 4:15 p.m.
The Next Regular Board Meeting date is March 4, 2005 in Whitehorse.
Approval of Peel Watershed Planning Commission Meeting # 1 Minutes – (December 18 th , 2004 in Whitehorse, Yukon)
_________________________________ ____________________________________ ________________________________
Chair Peel Watershed Planning Commission Date:
T: Peel Watershed Planning Commissions-Minutes