September 29, 2022 Board Meeting: In Brief, Governance, News
The UNA Board of Directors met on Tuesday, September 20, 2022, at 5:30 p.m. through hybrid in-person and videoconference. Below is a summary of the meeting.

Please note that this summary being provided to UNA Members as a timely update ahead of the approval of the official meeting minutes at the next Board meeting (October 18, 2022).


UNA 2022-23 Campus Vision 2050 Engagement Strategy

UBC Campus and Community Planning staff provided an update on CampusVision 2050, a preview of the fall engagement and the next steps in the consultation process.


Campus and Community Planning Report

Director of Community Development, UBC Campus and Community Planning, Carole Jolly provided a report on upcoming events and developments on campus.


Electoral Area A Report

Electoral Area A Director Jen McCutcheon provided a brief verbal update about discussions with the Minister of Education about the status of school spaces for children living in the UBC neighbourhoods. No written report was submitted because there was no scheduled meeting in August for Electoral Area A.


UNA Draft Strategic Plan Presentation

Allan Neilson from Neilson Strategies presented a revised version of the strategic plan based on edits that the Board put forward in the last meeting. The draft plan is the output of the planning meeting with the Board and senior staff that took place in June. The plan was approved with amendments.


Management Report

UNA CAO Sundance Topham and the management team delivered their monthly updates.


UBCPT – Termination of Municipal Services Management

The UNA and UBC Properties Trust (UBCPT) entered into an agreement for the management of the UNA’s municipal services obligations in 2012. UBCPT has determined that they no longer wish to be responsible for the management of the municipal services responsibilities, and as per the terms of the 2012 Agreement have submitted a formal notice of termination to take effect as of March 31, 2023. Staff are working closely with both UBCPT and UBC in the transition of the management responsibilities to the UNA. The Board authorized the CAO to execute the Notice of Termination for the 2012 contract agreement.


Landscape Management Plan and Noise Review Update

UNA landscaping responsibilities are outlined in Neighbours’ Agreement 2020 (NA2020). Landscaping services are part of the Municipal-Like Services contained in the agreement. The UNA is responsible for the operation, maintenance, repair, and replacement of landscaping within the Neighbourhood Housing Area.

The UNA currently has a service agreement with UBC Properties Trust (UBCPT), where UBCPT provides management services on behalf of the UNA for the “Municipal-Like Services” provisions in Neighbours’ Agreement. As part of this service agreement, UBCPT is responsible for managing landscaping across all five UNA neighbourhoods. The management of these services is scheduled to change, but landscaping will remain a UNA responsibility.

In September 2020 the Board instructed staff to explore potential solutions to address noise and sustainability issues associated with landscaping power equipment. Staff brought a report to the November 2020 Board meeting, where a number of recommendations were passed, including short-, medium- and longer-term items, including the creation of a UNA Landscape Management Plan.

An update on electric landscaping equipment was provided to the Board in November 2021, this report provides an update on progress in relation to all of the action items passed by the Board, as well as an update on the Landscape Management Plan progress, including the draft guiding principles and draft engagement questions,


Campus Resident Replacement Option

At their June 2022 meeting, the Board was presented with four options to replace The Campus Resident (whose editor, John Tompkins passed away in early 2022). The Board directed staff to further explore Option 3 and to report back at a future meeting. Option 3 involves creating a new UNA newspaper that publishes both online and as a print edition, assembling a community editorial team to guide the content, and hiring a new UNA communications specialist to support the newspaper and reinvigorate UNA social media channels. Staff provided a report that fleshes out Option 3 in more detail.

The Board directed staff to move forward with the creation of a UNA Community Newspaper Policy and the hiring of a new Communications Specialist to support the newspaper and reinvigorate UNA social media channels.


UNA Office Space Needs Assessment Implementation

At the March 15, 2022 UNA Board meeting staff provided an update on the implementation of the UNA Office Space Needs Assessment, noting that UBC Properties Trust (UBCPT) had provided information indicating that a new space for our administrative functions could be opening up in the near future, and requesting a short extension of the UNA Administrative Office lease.

Unfortunately, the new space did not materialize, and staff are recommending a 20- month extension of the UNA Administrative Office lease. This report also highlights some service delivery changes that will need to be implemented to incorporate improvements within the existing UNA Administrative Office.

The Board approved the Lease Extension Agreement for a 20-month extension of the UNA Administrative Office lease up to July 31, 2024 and authorize the Chair to execute the agreement.


Sublicense Agreement – YMCA Before and After School Program

The YMCA Before and After School Program has been running at the Old Barn Community Center since October 2018 and at the Wesbrook Community Center since 2019.

In 2021 the UNA and the YMCA entered into a one-year term sublicence agreement with respect to the YMCA’s operation of before and after school care services in both Community Centres. The sublicense license agreement expired on August 31st 2022 and needs to be renewed.

The Board approved the Sublicence Agreement and authorized the Chair to execute the agreement.


Vista Point Childcare Facility Sublicence and Operating Agreement Modification and Second Extension

The Vista Point Child Care sublicence agreement between the UNA and YMCA expired on December 31, 2021, and the UNA and YMCA entered into an extension agreement while the details of a new five-year agreement were being finalized.

A new five-year agreement was approved by the Board at their February meeting; however, despite agreeing to the new terms prior to the contract going to the Board, the YMCA subsequently advised that they would not sign the agreement, noting that the proposed increases in playground maintenance cost and future replacement project contained within the agreement would negatively affect YMCA’s operations budget.

The YMCA has requested a further extension through to August 31, 2023 to facilitate YMCA’s engagement with the government and the childcare parents to address the potential operational cost increase, prior to entering into a longer-term agreement.

The Board approved the Childcare Facility Sublicense and Operating Agreement Modification and Second Extension and authorize the Chair to execute the agreement.


Election Signage and the UNA

The local government election season is underway, with local government and school trustee elections on October 15, 2022. This report summarizes the existing UNA policy for election signage in the UNA neighbourhoods and attaches information provided by UBC on their processes.


Finance Committee Update

a) Fiscal 2022/23 Q1 Financial Result

The Finance Manager presented the report to the Board.

b) Neighbourhood Levy and Fire Services Fee for 2022-23

The Finance Manager presented the report to the Board.

c) Finance + Audit Committee Vice-Chair Appointment
The Board appointed Director Mojdehi as the Vice Chair of the Finance and Audit Committee

d) Investing Excess Cash

The Board directed staff to invest $700,000 excess cash to a one-year term GIC.


Governance and HR Committee Update

a) Potential Electronic Voting Public Process
UNA staff provided an overview of the 2021 UNA election at the February Board meeting.

At that time the UNA Board passed the following motion: THAT the UNA Board direct staff to work with the Governance and Human Resources Committee to determine a process to consider whether to introduce electronic voting for the 2024 UNA election.

The following report outlines a proposed process led by the Governance and Human Resources (GHR) Committee to consider whether to introduce electronic voting for the 2024 UNA election.

The Board withdrew motions made for this report due to potential bylaw implications.


Community Engagement Advisory Committee Update

a) Survey Analysis
Director Kang provided a verbal update on the analysis that CEAC made of the survey results.

b) May 25, 2022 Approved Minutes
The Minutes were received by the Board


New Business: 2022.08.19 Letter from Michael White, Associate Vice President, Campus and Community Planning re: Campus Vision 2050

The letter was received by the Board.


New Business: Music in the Community

Director Holmes proposed an idea to encourage students to play in public areas around the neighbourhoods. There was a brief discussion of the Board.


New Business: School Enrollment Issue

Director Holmes provided a verbal update followed by a brief discussion of the Board.