MEETINGS OVERVIEW

The University Neighbourhoods Association (UNA) will be holding its Annual General Meeting 2020 and Annual General Meeting 2021 on September 29, 2021 at 7 p.m. through video conference (Zoom). The 2020 AGM was delayed due to governance changes approved at the Special General Meeting held last year September 30, 2020. The 2021 AGM will be held immediately after the 2020 AGM. Members can vote online during the meeting or by proxy. The agenda and process for voting are outlined below.

AGM 2020

Please be advised that the 2020 Annual General Meeting (AGM) of the University Neighbourhoods Association (UNA) will be held on Wednesday, September 29, 2021 at 7 p.m.

Notice of AGM 2020
AGM 2021

Please be advised that the 2021 Annual General Meeting (AGM) of the University Neighbourhoods Association (UNA) will be held on Wednesday, September 29, 2021, immediately after the 2020 AGM.

Notice of AGM 2021

AGENDAS

  • AGM 2020 Agenda

    The following business will be 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
  • AGM 2021 Agenda

    The following business will be 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

HOW TO JOIN THE MEETINGS

UNA Members will receive a link to join the virtual AGM through their email addresses on file with the UNA. We encourage members to sign in to their UNA Accounts to ensure that their email addresses are correct.

  • To manage your UNA Membership, log in to your UNA Account at myuna.ca/login.
  • If you need assistance with your login information, please email support@myuna.ca.

HOW TO VOTE

  • Vote Online
    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.
  • Vote by Proxy (Through a UNA Director)
    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:

    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:
        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.
  • Vote by Proxy (Through another UNA Member)
    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.

INSTRUCTIONS FOR PROXY HOLDERS

  • Submitting a Proxy Form

    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:
      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.

FAQs

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