Annual General Meetings

The following business was conducted at the 2020 Annual General Meeting on September 29, 2021 (7 p.m.):

• Introduction
• • Review of Meeting Procedure
  • Motion to Adopt the Agenda
• Minutes and Presentations
  • Motion to Accept the November 6, 2019 Annual General Meeting Minutes
  • Motion to Accept the September 23, 2020 Special General Meeting Townhall Minutes
  • Presentation of UNA Financial Statements for the Fiscal Year Ending March 31, 2020
    • Question and Answer Period
• Other Business
• Question and Answer Period
• Motion to Adjourn

The following business was conducted at the 2021 Annual General Meeting on September 29, 2021 (after AGM 2020):

• Introduction
  • Review of Meeting Procedure
  • Motion to Adopt the Agenda
• Reports
  • Chairs Report
    • Question and Answer Period
  • Finance and Audit Committee Report
    • Question and Answer Period
  • Presentation of UNA Financial Statements for the Fiscal Year Ending March 31, 2021
    • Question and Answer Period
    • Motion to Appoint and Auditor to Hold Office Until the Next AGM
  • UBC Presentation on Neighbours’ Fund
    • Question and Answer Period
  • Chief Administrative Officer’s Report
• Other Business
• Question and Answer Period
• Motion to Adjourn

1. During the virtual AGM, the mover of the motion will read the motion and the Chair will announce the start of voting.
2. For a more efficient counting of votes, only members who would like to vote against the motion or abstain will be asked to vote.
3. Members who wish to vote against the motion or abstain will click on the ‘raise hand’ button on their Zoom console when prompted by the Chair.
4. Once the Chair has finished counting the raised hands, the votes will be tallied, checked against the total number of eligible votes for the meeting and then the results will be announced.

1. Completing Your UNA Proxy Form/s
   In order to cast your vote by proxy at the AGM 2020 and/or AGM 2021, please print and sign the proxy form/s you received by email for each of the events. The proxy form for each AGM entitles the nominated proxy holder to cast your vote on matters within the respective AGM. To help facilitate the voting process, we recommend that you name one of the following directors as your proxy holder and another as your alternate proxy holder for each AGM:
   • Zheng (Jane) Kang – Elected Resident Director
     jane.kang@myuna.ca
   • Bill Holmes – Appointed Resident Director
     bill.holmes@myuna.ca
   • Murray McCutcheon – Elected Resident Director
     murray.mccutcheon@myuna.ca
   • Terry Mullen – Elected Resident Director
     terry.mullen@myuna.ca
   • Richard Watson – Elected Resident Director
     richard.watson@myuna.ca
2. Submitting Your Proxy Form/s to a UNA Director Listed Above
   Submit your proxy form/s to a UNA Director from the list of approved proxy holders in one of the following ways:
   • In-Person through a UNA Director
     1. Please coordinate with your chosen UNA Director proxy holder to facilitate pick-up or drop-off of your completed proxy form/s.
     2. The UNA Director will be responsible for submitting the proxy form/s to the UNA by 4:30 p.m., September 29, 2021.
   • By Drop Box
     1. Deposit your completed proxy form/s by 4:30 p.m., September 29, 2021 in one of the drop boxes at the following locations:
        • Wesbrook Community Centre at 3335 Webber Ln.
        • Old Barn Community Centre at 6308 Thunderbird Blvd.
        • UNA Main Office at 202-5923 Berton Ave.
     2. Please check our Facilities Page for the hours of operation of each location.
   • By Email
     1. Scan and email your completed proxy form/s to a UNA Director proxy holder.
     2. The UNA Director will be responsible for submitting the proxy form/s to the UNA by 4:30 p.m., September 29, 2021.
   • By Fax
     1. Fax your completed proxy form/s to:
        • Fax Number: 604-827-5375
          Attention: Sundance Topham, CAO
     2. Deadline for fax submission is 4:30 p.m., September 29, 2021.
   • By Mail
     1. Enclose your completed proxy form/s in an envelope and mail to:
        • UNA Main Office
          202-5923 Berton Avenue
          Vancouver, BC V6S 0B3
     2. Please allow time for mailing. The mailed-in proxy form/s must be received by the UNA before 4:30 p.m., September 29, 2021.

1. In order to cast your vote by proxy at the AGM 2020 and/or AGM 2021, please print and sign the proxy form/s you received by email for each of the events.
2. Your chosen proxy holder/s must be a UNA Member.
3. Please coordinate with your chosen proxy holder to facilitate pick-up or drop-off of your completed proxy form/s.
4. The proxy holder will be responsible for submitting the completed proxy form/s to the UNA by 4:30 p.m., September 29, 2021.

NOTE: Proxy holders, please refer to the information below for ways to submit proxy forms to the UNA to ensure that your votes are properly weighted during the online meeting.

Submitting Proxy Form/s to the UNA
Note that to be a proxy holder you must be in attendance at the online meeting and must submit all proxy form/s to a UNA by 4:30 p.m., September 29. In order for a proxy holder’s votes to be weighted properly during the meeting, they must contact the UNA in advance by emailing agm@myuna.ca.

Proxy holders may submit proxy form/s by the following methods:

• By Drop Box
  1. Deposit completed proxy form/s by 4:30 p.m., September 29, 2021 in one of the drop boxes at the following locations:
     • Wesbrook Community Centre at 3335 Webber Ln.
     • Old Barn Community Centre at 6308 Thunderbird Blvd.
     • UNA Main Office at 202-5923 Berton Ave.
  2. Please check our Facilities Page for the hours of operation of each location.
• By Email
  1. Scan and email completed proxy form/s to agm@myuna.ca.
  2. Deadline for email submission is 4:30 p.m., September 29, 2021.
• By Fax
  1. Fax completed proxy form/s to:
     • Fax Number: 604-827-5375
       Attention: Sundance Topham, CAO
  2. Deadline for fax submission is 4:30 p.m., September 29, 2021.
• By Mail
  1. Enclose completed proxy form/s in an envelope and mail to:
     • UNA Main Office
       202-5923 Berton Avenue
       Vancouver, BC V6S 0B3
  2. Please allow time for mailing. The mailed-in proxy form/s must be received by the UNA before 4:30 p.m., September 29, 2021.

There is no in-person meeting. Members attend through video conference (Zoom) and vote online or by proxy only. Proxy-holders also vote online.