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April 28, 2023 Board Meeting: In Brief, Governance, News
The UNA Board of Directors met on Tuesday, April 18, 2023, at 5:30 p.m. 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 (May 16, 2023).

All reports referenced are available in the April Board Meeting Package

Campus and Community Planning Report

Carole Jolly, Director of Community Development and Engagement at Campus and Community Planning, presented the April 2023 report contained in the agenda package, followed by questions from the Board.

  • Read the full report on page 6 of the Agenda Package


Electoral Area A Report Electoral

There was no discussion of the report.


Management Report

The Management team summarized their respective written reports contained in the agenda package, followed by questions from the Board.

  • Read the full report on page 9 of the Agenda Package


2022-23 UNA Staff Work Plan – 4th Quarter Update

CAO Sundance Topham delivered the fourth and final update on the 2022-23 Staff Work Plan.

  • Read the full report on page 21 of the Agenda Package


2023-24 Staff Work Plan

CAO Sundance Topham presented the 2023-23 Staff Work Plan and the Board approved the plan.

  • Read the full report on page 28 of the Agenda Package


The Campus Resident Print Design and General Update

The Communications Manager provided an update on the progress staff has made in the print and web design of the new community newspaper.

  • Read the full report on page 37 of the Agenda Package


Newspaper Editorial Committee Director Appointments

The Board appointed two Directors to the Newspaper Editorial Committee – Eagle Glassheim and Fei Liu. Director Glassheim was appointed chair.

  • Read the full report on page 57 of the Agenda Package


Infrastructure Replacement Reserve Withdrawal – Roads + Sidewalks/Pathways Condition Assessment

The Board passed a motion requesting that UBC

  1. Withdraw from the Infrastructure Replacement Reserve and pay to the UNA an amount equal to the expenditures (other than GST) that the UNA incurs for theRoadway Condition Assessment, which amount is estimated to be approximately $49,000, and
  2. Provide the UNA with written confirmation that the Neighbours Fund may be used to make the payment to the UNA.

The Board also passed a motion to approve the withdrawal by UBC of a further amount from the Infrastructure Replacement Reserve equal to 33-1/3% of the amount of GST payable by UBC in respect of the requested payment to the UNA.

  • Read the full report on page 69 of the Agenda Package


Neighbourhood Climate Action Plan (NCAP) – UNA Process

The Chief Administrative Officer delivered a report on the Neighbourhood Climate Action Plan and the process in which the UNA is involved.

  • Read the full report on page 83 of the Agenda Package


Governance and Human Resources Committee Update

Electronic Voting Consultation Results and Next Steps

The Chief Administrative Officer delivered a report on the results of the community consultation that was held to solicit information on how members feel about moving into an electronic voting model for Board of Directors Elections.

The Board requested that Director Holmes prepare, for consideration by the Board, amendments to the UNA Bylaws to implement online voting to replace voting by paper ballot. The Board also requested that Director Holmes prepare, for consideration by the Board, additional amendments to the UNA Bylaws that he considers desirable.

  • Read the full report on page 87 of the Agenda Package


Finance & Audit Committee Update

  1. Fiscal 2022/23 – Year End Audit Plan
    The Finance Manager presented the report contained in the agenda package.

    • Read the full report on page 102 of the Agenda Package
  2. Appointing and Auditor to the next Annual General Meeting (AGM)
    The Finance Manager presented the report contained in the agenda package. The Board passed a motion approving Johnsen Archer LLP as the UNA’s Auditor be placed on the agenda for the 2023 Annual General Meeting.

    • Read the full report on page 105 of the Agenda Package
  3. Insurance Update – Impact of Municipal Services Takeover
    The Chief Administrative Officer presented the report contained in the agenda package.

    • Read the full report on page 114 of the Agenda Package
  4. UBC BOG Budget Report
    The Finance Manager provided a report on the UBC Board of Governor’s budget.

    • Read the full report on page 117 of the Agenda Package


Land Use Advisory Committee Update: Eagle Coning and UBC Development Process

Director Glassheim provided a letter to the Board that was drafted by the Land Use Advisory Committee. The UNA Board passed a motion to send the attached letter concerning the impact of development on the eagle’s nest located adjacent to Lot 6, to Michael White, Associate Vice-President, Campus + Community Planning, with copies to MLA David Eby, UBC Properties Trust and the UBC Board of Governors and authorize the Board Chair to sign the letter.


Community Engagement Advisory Committee Update

The CEAC provided its approved meeting minutes from January 2023.

  • Read the Minutes on page 128 of the Agenda Package


Neighbours’ Agreement Committee

Director Holmes provided a verbal update to the Board.


Dog Park

In 2019, UBC Properties Trust considered the possibility of constructing an off-leash dog park near the northwest terminus of the South Campus Greenway (northwest of the Georgia Point building on Ross Drive). Though landscape planning has varied somewhat from original plans, the possibility of a fenced dog park in this area remains.

The Board passes a motion asking staff to prepare a report for the Board on the possibility of creating a dog park in the vicinity of the NW terminus of the South Campus Greenway, a possible process for community consultation in advance of any required UBC planning processes, and collaboration opportunities with UBCPT on any proposed project.


Leash Rules

In 2019, UBC Properties Trust considered the possibility of constructing an off-leash dog park near the northwest terminus of the South Campus Greenway (northwest of the Georgia Point building on Ross Drive). Though landscape planning has varied somewhat from original plans, the possibility of a fenced dog park in this area remains.

The Board passes a motion asking staff to prepare a report for the Board on the process and requirements for the creation of dog leash regulatory rules (with no licensing requirement) for the UNA neighbourhoods, including public consultation considerations.


Adjournment

The Board adjourned into a Closed Session to discuss dealings with other entities or individuals where disclosure of the information being discussed could be harmful to the UNA’s interests, and approval of minutes for a closed session or restricted closed session of a Board meeting, and the appointment of individuals other than Directors to, or removal from, a committee, working group, or other body.