About Us - University Union

*Updated 2025-2026

Student Representatives Roster

President of Student Government Association - Rutwik Duggireddy

President of Graduate Student Council - Bhavya Kanyadara

President of University Program Council - Totran Nguyen

Community Connection Experience (Housing) - Alondria Robertson

President of Talons  - Zechariah Jones

Student Government Association Student Representative - Krisha Chintakunta

Graduate Student Council - Nitish Thotakura

Student Activities Center Commuter/Non-Traditional Student  - Fatuma Mwende

Eagle Engagement Center Student Representative - Pace Odivwri

Center for Leadership and Development - Justin Lopez

Discovery Park Student Representative - Grayson Turner

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Faculty/Staff Roster

Faculty Senate - James Parrish

Faculty Senate - Adam Koenig

Faculty Senate - Michael Savoie

Division of Student Affairs - Taylor Mireles

President’s Office - Amanda Koellman

Staff Senate - Billi Gravely

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Union Staff Roster

Executive Director- Wendy Denman

Secretary, Senior Administrative Coordinator - Mackenzie Sanders

Director, Union Maintenance & Ops - Mike Flores

Budget Officer - Kavan Ingram

Director, Union Programs & Arts - Andrea Marquez

Director, Conference & Event Services - Richard Owens

Director, Union Administration - Molly Orr

Revised 2025

Article 1: Conduct of Business

Section 1 Article 5, Section 1 of the Constitution states the following:

The Bylaws of the Union Board of Directors give the details of the conduct of business for the Union Board of Directors.

Section 2 Elected Officers

1. The Executive Committee includes the following elected officers: the Chair, the Vice Chair and a student representative as elected by the Union Board of Directors’ voting members by a simple majority vote.
2. Elected officers shall perform the duties prescribed by the Union Board of Directors Constitution, by these Bylaws, and by a lenient version of Robert's Rules of Order established by the Chair. The Chair may appoint a parliamentarian, if needed.
3. Elected officers shall be elected at the first meeting of the fall semester. The election shall be conducted by the Executive Director of the University Union or by their proxy. 
4. The term of office shall be one (1) year.
5. If a vacancy occurs in an office an election will be held at the next regular meeting to fill the remainder of the term of office.

Section 3 Meetings

1. The Union Board of Directors shall hold regular meetings from August through December and January through April, excluding March.
2. The Union Board of Directors shall set the time and date for regular meetings at the first meeting of the fall semester. The time and date may be reviewed at, or before, the start of the spring semester.
3. Advance notice of at least five business days shall be given for any special meetings.

Section 4  Voting

1. The method of response at meetings shall be voice vote, show of hands, or by written ballots.
2. Emergency votes may be taken by e-mail, but must be first approved by the Chair. The vote must be sent by the UBD Administrative Coordinator and recorded by both the Administrative Coordinator and Chair. The Chair and Vice Chair shall certify the vote and report the results at the next meeting of the Union Board of Directors.

Section 5 Parliamentary Authority

Conduct of business shall be according to rules of a lenient version of Robert's Rules of Order in all cases not covered by the Constitution and Bylaws of the Union Board of Directors.

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Article 2: Committees and Area Representatives

Section 1          Article 5, Section 6 of the Constitution states the following:

The primary business of the Union Board of Directors is initiated through the Executive Committee and area representatives. 

Section 1          Organization of the Executive Committee

1. The Executive Committee shall consist of the Union Board of Directors Chair, Vice Chair, the Executive Director of the University Union, and one student representative from the Union Board of Directors, appointed by a simple majority vote.
2. The Union Board of Directors Chair shall serve as Chair of the Executive Committee.

Section 2 The area representatives are as follows:

1. Facilities Representative, Director, Union Maintenance and Operations
2. Finance Representative, Director, Department Budget and Operations
3. Program Representative, Director, Union Programs and Arts
4. Event Planning and Scheduling Representative, Director, Conference and Event Services
5. Union Administration Representative, Director, University Centers and Events Administration

Section 4 Area Representatives

It shall be the responsibility of the Area Representatives:

1. to attend Union Board of Directors’ meetings or provide a proxy.
2. to provide perspective area reports to include:
3. monthly budget updates
4. potential capital project proposal

• changes to hours of operation

1. suggested changes to House Guidelines
2. plans for potential expansion or renovation
3. plans to increase the Union student fee

• programs and events that are proposed and planned by Union Programs, Art Gallery, University Program Council, and Discovery Park

1. to present additional information as requested
2. to answer questions pertaining to the operations of their perspective areas

Section 5          Executive Committee

It shall be the responsibility of the Executive Committee to address issues which do not clearly fall within the scope of responsibility of area representatives.

Section 6 Ad Hoc Committees

Committees can be formed by the Executive Committee, as needed.

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Article 3: Membership

Section 1  Article 4, Section 5 of the Constitution states the following:

If a member of the Union Board of Directors misses two (2) regularly scheduled meetings in a year, they may be dismissed by the Executive Committee.

Section 2 Procedures for dismissal of a Union Board of Directors member are as follows:

1. It is not the desire of the Union Board of Directors for any member to be dismissed for non-attendance. Restoration to active participation is preferable, when applicable.
2. For purposes of this section, attendance during any part of the official meeting is considered attending the meeting.
3. The Administrative Coordinator of the Union Board of Directors shall notify the Chair and the Executive Director of any member who has missed two (2) regular meetings.
4. Dismissal         
5. i) After the Executive Committee has had a discussion with the member, they will then determine if the member will continue as a representative of the Union Board of Directors. If a dismissal decision is reached, the Chair will notify the member of the dismissal action. The member can voluntarily resign at this point.
6. ii) If the member voluntarily resigns, this resignation will be so noted. The resignation and resulting vacancy will then be reported to the Union Board of Directors and selection group for replacement of the former member.

iii)  If the member does not resign, then dismissal, reasons and resulting vacancy will be reported to the Union Board of Directors and selection group for replacement of the former member.

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Article 4: Other

Section 1 The mission and goals of the University Union shall guide the Union Board of Directors.

Section 2 The Union Board of Directors shall approve capital projects and any expenditure to be charged directly to the Union Reserve account.  This approval must be in advance, unless it is an emergency expenditure.

Section 3 When there is a vacancy in the Executive Director of the University Union position, the Union Board of Directors shall have an opportunity to participate in the selection process.

Section 4 Bylaws shall be filed on the University Union shared drive, and will be made accessible on the University Union website.

 Article 5

Amendment of Bylaws

Section 1  The Bylaws may be amended at any regular meeting of the Union Board of Directors provided notice is given at a preceding meeting and is included on the agenda for the meeting.  Proposed amendments must be circulated to the members of the Union Board of Directors at least two (2) weeks prior to the meeting at which debate and voting will occur.

Section 2 The procedures for approval and review of the Bylaws, amendments and revisions thereto, of the Union Board of Directors shall be as follows:

1. The Union Board of Directors, after approval of two-thirds 2/3 of those present and voting, shall present its Bylaws, amendments, or revisions thereto to the Vice President for Student Affairs, through which the University Union reports, for review and approval.

Section 3 The Union Board of Directors Bylaws shall be reviewed biannually by the Executive Committee.

Article 6

Enactment Clause

Section 1 The Bylaws of the Union Board of Directors shall go into effect immediately upon approval and review of this document.

Revised 04/2025

Article I: Name

Section 1 The name of this Board shall be the University of North Texas Union Board of Directors, hereafter referred to as the Union Board of Directors.

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Article 2: Purpose

Section 1 As a center of the University community, the University Union seeks, through planning and programming, to unify the campus by serving its social, cultural and educational goals.

The Union Board of Directors shall represent students, faculty, and staff and endeavor to enhance ideals relevant to the goals of the University Union.

Article 3: Responsibilities

Section 1 The Union Board of Directors shall be responsible for soliciting input from and representing their respective constituents.

Section 2 The Union Board of Directors shall be responsible for the approval of, capital project purchases, space usage, and building expansion, subject to the administrative rules and regulations established by the UNT System Board of Regents. The Union Board of Directors serves to provide input and advice on art selection, policies and procedures for the University Union business and operations (House Guidelines), and the selection of the University Union Executive Director.

Section 3 The Union Board of Directors shall review the University Union budget, submitted by the Executive Director of the University Union, at the beginning of the fall semester. The Union Board of Directors can receive additional budget details at any time upon request. The Union Board of Directors can provide input and guidance on budget allocations.

Section 4 The Union Board of Directors may vote to approve or disapprove an increase in the University Union fee submitted by the University Union Executive Director by a 2/3 majority vote.  A vote of approval or disapproval, accompanied by supporting documentation of the Union Board of Directors, must be submitted to the Vice President for Student Affairs. Final approval of the University Union fee by the Board of Regents will be part of the regular budgeting process of the University.

Section 5 The Union Board of Directors shall vote to approve or disapprove requests for capital projects, submitted by the Executive Director of the University Union, any time throughout the year by a simple majority vote.  A vote of disapproval, accompanied by recommendations of the Union Board of Directors, may be submitted to the Vice President for Student Affairs for final resolution.

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Article 4 : Membership

Section 1 Union Board of Directors shall be composed of seventeen (17) voting members, eleven (11) students and six (6) faculty/staff. To be eligible, student members must be in good standing within the University as defined by the Registrar and Dean of Students.

Section 2 Student membership on the Union Board of Directors shall consist of the following:

1. President of the Student Government Association or their designee.

1. President of the Graduate Student Council or their designee.

1. President of the University Program Council or their designee

1. President of the Community Connection Experience or their designee.

1. President of Talons or their designee.

1. One (1) student representative as selected by the Student Government Association.

1. One (1) student representative as selected by the Graduate Student Council.

1. One (1) commuter or non-traditional student selected by Student Activities Center.

1. One (1) student representative selected by the Eagle Engagement Center.

1. One (1) student representative from the Center for Leadership and Development selected by the Center for Leadership and Development.

1. One (1) student representative from Discovery Park selected by Center for Student Affairs at Discovery Park.

1. Each member of (A) through (K) shall serve for one (1) academic year or until such time as they are replaced by their respective organizations.

1. If a designated member is not able to be selected by their represented group, we would reach out to the next level department/advisor/agency to designate an alternate member who matched the membership type (student, staff, faculty) until such organization was able to appoint a regular member.

Section 3 Faculty/Staff membership on the Union Board of Directors shall consist of the following:

1. Three (3) faculty members, appointed by the University of North Texas Faculty Senate, for a term of one (1) year.

1. One (1) representative of the Division of Student Affairs, appointed by the Vice President for Student Affairs, for a three (3) year term.

1. One (1) member of the University’s full-time staff, selected by the President of the University, to serve a three (3) year term.

1. One (1) staff member, appointed by the University of North Texas Staff Senate, for a term of one (1) year.

1. The Executive Director of the University Union, an ex-officio, non-voting member.

Section 4 The Union Board of Directors shall select its Chair, Vice Chair, and student representative from any voting member of the Board. At least the Chair or Vice Chair shall be a student member.

Section 5 If a member of the Union Board of Directors misses two (2) regularly scheduled meetings in a year, they can be dismissed by the Executive Committee. Procedures are more fully described in Bylaws.

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Article 5: Conduct of Business

Section 1 The Bylaws of the Union Board of Directors give details of the conduct of business for the Union Board of Directors.

Section 2 No official actions shall be taken by the Union Board of Directors without a quorum present.

Section 3 A quorum shall be a simple majority of the total voting membership of the Union Board of Directors, which is required for any action or vote.

Section 4 Items of business for consideration by the Union Board of Directors shall be included on an agenda to be presented by the Union Board of Directors Chair for all meetings of the Union Board of Directors.

Section 5 The primary business of the Union Board of Directors is conducted through monthly board meetings. Guidelines for conduct of meetings are included in the Union Board of Directors Bylaws under Meetings.

Section 6 Ad-hoc committees may be formed, at any time, to deal with matters that do not require the entire Union Board of Directors, as detailed more thoroughly in the Bylaws.

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Article 6: Meetings

Section 1 The Union Board of Directors shall hold regular meetings from August through December and January through April, excluding March.

Section 2 Special meetings may be called by the Executive Committee at any time.

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Article 7: Constitution and Minutes

Section 1 The Constitution shall be filed in the University Union shared drive and be made accessible on the University Union website.

Section 2 The minutes of each Union Board of Directors meeting shall be sent to the members of the Union Board of Directors and once approved, will be posted on the University Union website.

Section 3 The Administrative Coordinator for the Union Board of Directors shall be appointed through the Executive Director of the University Union.

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Article 8 : Review and Approval

Section 1 The procedures for review and approval of the Constitution, amendments and revisions thereto, of the Union Board of Directors shall be as follows:

1. The Union Board of Directors, after approval of two thirds (2/3) of those present and voting, shall present its Constitution, amendments, or revisions thereto to the Vice President for Student Affairs through which the University Union reports for review and approval.

1. If not approved, the Vice President of Student Affairs may convene with representatives from the Union Board of Directors Executive Committee to reconcile differing views.

Section 2 The Union Board of Directors Constitution must be reviewed by the Executive Committee biannually.  If changes are required, see Article 8 Section 1 for approval procedures.

Section 3 Actions of the Union Board of Directors shall be subject to approval, reversal, or modification by the Vice President for Student Affairs through which the University Union reports.

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Article 9: Amendments

Section 1  All amendments to this Constitution shall be enacted following approval in the manner prescribed in Article 8, provided that the proposed amendment is presented in writing to the Union Board of Directors at a regular meeting and is voted upon no sooner than the next regularly scheduled meeting.

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Article 10: Ratification Clause

Section 1 The Constitution of the Union Board of Directors shall go into effect immediately upon approval of this document as prescribed in Article 8.

Members Present: Rutwik Duggireddy, Bhavya Kanyadara, Totran Nguyen, Alondria Robertson, Krisha Chintakunta, peace Odivwri, Justin Lopez, Grayson Turner, James Parrish, Adam Koenig, Michael Savoie, Taylor Mireles, Amanda Koellman, Billi Gravely, Wendy Denman, Mackenzie Martinez, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present: Zechariah Jones - President of Talons, Nitish Thotakura – Graduate Student Council, and Fatuma Mwende – Student Activities Center Commuter/Non-Traditional Student. None had subs.

Executive Director, Wendy Denman called the meeting to order at 11:45am.

Wendy thanked those in attendance and introduced herself. Wendy shared why she is currently facilitating the meeting as chair as the new chair will be elected during this meeting. She continued by reviewing folder contents that included UBD Constitution and Bylaws and a Robert’s Rules Cheat Sheet. Wendy asked if anyone had questions about Robert’s Rules. No questions were asked. Wendy further discussed absences with the Board and explained that if there were more than 2 absences, we would have to select another person to be the representative for that specific area.

Wendy had everybody in attendance introduce themselves. She stated if you cannot attend a future meeting that you send someone who represents your area on your behalf.

Wendy continued a review of the Bylaws included in the folders and discussed the elected officer positions including Chair, Vice Chair, and a Student Representative to serve on the Executive Committee. Responsibilities of the Chair and Vice Chair were reviewed and included running meetings, serving on the executive committee, and meeting with Wendy to review the agenda for the upcoming meeting.

Wendy asked if anyone was interested in the Chair position or wanted to nominate someone for Chair. Bhavya Kanyadara nominated themselves for Chair. Rutwik Duggireddy seconded. Bhavya shared why they were interested in being the Chair and was then asked to leave the room. James Parrish moved to vote and Rutwik Duggireddy seconded. With a show of hands and no abstentions, Bhavya was named Chair.

Wendy continued with nominations for Vice Chair. Grayson Turner nominated themselves as Vice Chair. Michael Savoie seconded. With no other nominations, Grayson shared why they wanted to be a Vice Chair and was asked to leave the room. Rutwik Duggireddy moved to vote and Taylor Mireles seconded. With a show of hands and no abstentions, Grayson was named Vice Chair.

Wendy then asked for nominations for the election of one (1) Student Representative. Rutwik Duggireddy nominated themselves and Bhavya Kanyadara seconded, and also Totran Nguyen nominated themselves and Grayson Turner seconded. Both Rutwik and Totran told the Board why they each were interested in the position and then both left the room for the Board to vote. Michael Savoie moved to discuss and Adam Koenig seconded. Michael commented that Rutwik already has a lot on his plate with being the President of the SGA while Totran has a desire to be more involved. Adam commented that Rutwik does have the experience, but this would be a great opportunity to give Totran. Michael Savoie closed the discussion and Billi Gravely seconded. Grayson Turner moved to vote and James Parrish seconded. With a show of hands and no abstentions, Totran Nguyen was named Student Representative for the Executive Committee.

Wendy continued the meeting and introduced the April 16, 2025, Meeting Minutes to be approved. Michael Savoie moved to approve the Minutes and Taylor Mireles seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Wendy then moved to area reports.

Facilities

Mike Flores began with a review of current on-going projects including background information for each project.

Mike began his presentation stating that our staff has been working throughout the summer on revamping the Union’s 3^rd-floor meeting rooms with paint, carpet, and technology. Next was an update on the Union Circle project. The south leg of the circle is open currently only for vendor trucks to deliver necessities. The Union Art Gallery is under construction and will be completed in the near future. Mike concluded with informing the Board that construction has begun on the “old Chick-fil-A” location to prep for the next franchise. Part of the work that the space will undergo is to be cleared of any items or resemblance of Chick-fil-A. Wendy added that the prospective franchise is scheduled for a January 2026 opening date and UNT Dining will make the announcement.

Finance

Kavan reminded everyone that next week is the last week for purchasing in FY25. The Fiscal year is from September to August.

As of now, there is about $750,000.00 remaining in the Union budget and it will go into the reserve account. Michael Savoie asked if the University has requested a donation of funds from our account. The University has not requested this.

The Union likes to have $800,000.00 to $1 Mil as the bottom line in reserves to pay for capital projects. We are behind in saving due to emergency demands but we are continuing to contribute to the reserves in order to pay for our projects. The demand for projects is far above what we currently have the funds for.

Kavan reported that there has been a 5% decrease in the student population which has impacted the amount we receive from student fees. Freshmen enrollment is up but graduate enrollment is down. Rutwik Duggireddy asked what the plan is given the decrease. Kavan said that to counter this we have decreased what we owe in our debt schedules in order to maintain consistency.

Next Kavan reviewed the ISD scholarship explaining the qualifications, amount, and timeline of the decision. An ad hoc committee will need to be formed from the Board and will do that during our Action Items section. Rutwik asked if the scholarship is considered a $1,000.00 scholarship. Yes, and the award money would be split: $500.00 is given for one semester, and the other $500.00 is given in the next semester. It is encouraged that the winner stays on the job for both semesters.

Programs

Andrea announced that there are 2 new staff members and 1 promotion in UPC. Andrea was promoted from Assistant Director to Director of Union Programing & Arts. Baylee Moster was hired as Andrea’s replacement as Assistant Director and Molly Williams was hired as the Student Service Coordinator.

Andrea reviewed and provided the calendars for UPC as well as the Union Arts Center to the Board. Key upcoming events to note are Jazz in the Syndicate is returning and the UPC membership board nominations are currently happening.

Andrea reflected on First Flight week and all the programing and events that were provided. UPC teamed up with Resident and Housing Life for Move in Mania, Konica Ice was a sponsor. There were multiple events in the Union over the First Flight weekend. UPC teamed up with Orientation for even more programs for incoming students. Eagle Insomnia was a success with events running all day, and the Eagle Eye LED screen was used for Movie on the Lawn.

Conference & Event Services

Richard shared that the FY25 year closed with 9,459 reservations, which is about 600 more than the total at the end of last year.

Conference & Event Services is in the process of switching booking systems from EMS to Mazevo. Multiple UNT entities are already using this system including Frisco and the Gateway/Coliseum. With this new system, meeting room displays will be up to date with display details, including part of the screen turning red when it is currently occupied. Mazevo will also be phone friendly so reservations can be seen via cell phone.

The CES, Tech, Maintenance departments are wrapping up the work on the meeting rooms in the Union that were designated for paint, carpet, and technology updates. These rooms include 338, 339, 381, 382 A & B, 385 A & B, 386, and 394. Rutwik Duggireddy asked if OrgSync is still where organizations can go to reserve rooms. Richard confirmed that is still the case.

 Union Administration

Molly Orr updated the Board that Union signage is getting updated. Signs are being added outside of the Jade and Emerald Ballrooms and directional signage will be installed in each of the Union vestibules.

All-staff and student training took place this past month for all of our staff to be informed and prepared for the upcoming year.

There are a few open positions for our full-time staff that are currently vacant and we are looking to fill.

Executive Director’s Report

Wendy Denman gave an update on several ongoing projects. The furniture for the Union 3^rd floor has been approved and the replacement furniture will arrive this year.

The Art Gallery project will also be completed this year. The main aspects of this project are to remove the direct line of sight into the gallery. To do this, the walls will be extended to make it an intentional walk-in space. The last part of the project is to add directional signs and exit signs.

It has been brought to the attention of the Union that there has been an increased amount of students that utilize mobility devices such as scooters and electric boards to get around campus. These have been brought into the Union with the students but there is a risk of these devices starting a fire. Therefore, we are not allowing these devices to brought into the Union. Since students are not allowed to bring these devices into the Union, the Union staff is looking into installing scooter racks outside the Union. A decision has been made on which scooter racks will be installed. The installation will be at the South entrance of the Union in 4-6 weeks. UNT Police Department provides locks for mobility devices with registration for security purposes. Rutwik Duggireddy asked if the scooter racks will have charging capabilities. Wendy and Mike confirmed that yes, the racks being installed will include charging stations as well as regular racks.

Action Items

Wendy reviewed the proposed meeting dates and explained that we typically do not host a meeting in December and March due to holidays.

Wednesday, September 17, 2025

Wednesday, October 15, 2025

Wednesday, November 12, 2025

----- No Meeting in December -----

Wednesday, January 21, 2026

Wednesday, February 18, 2026

------- No Meeting in March -------

Wednesday, April 15, 2026

-------- No Meeting in May ---------

Wendy asked for volunteers for the Ad Hoc Committee for the ISD Scholarship. **The meeting was interrupted by a fire alarm. The meeting was already about the run over so some of the Board members had to leave due to classes or other meetings therefore there were only 2 volunteers, Taylor Mireles and Rutwik Duggireddy, but the committee needs to be comprised of 4 volunteers in addition to the Executive Director (Wendy). Mackenzie will send an email out to the Board to get the additional volunteers.

Other Matters/Announcements

No further announcements or comments were presented.

The meeting adjourned at 1:12pm.

Respectfully submitted by Mackenzie Martinez.

Members Present: Rutwik Duggireddy, Bhavya Kanyadara, Totran Nguyen, Alondria Robertson, Zechariah Jones, Krisha Chintakunta, Fatuma Mwende, Peace Odivwri, Justin Lopez, Grayson Turner, James Parrish, Michael Savoie, Taylor Mireles, Amanda Koellman, Billi Gravely, Wendy Denman, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present:  Nitish Thotakura – Graduate Student Council, Adam Koenig – Faculty Senate, Mackenzie Martinez – UBD Secretary. None had subs.

Bhavya Kanyadara, Union Board of Directors Chair, called the meeting to order at 11:53 am.

Bhavya asked if there was a motion to approve the August 20, 2025, UBD Meeting Minutes. Billi Gravely motioned to approve the minutes, and Rutwik Duggireddy seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Bhavya then moved to area reports.

 Facilities

Mike Flores began by mentioning that the Union Circle Construction updates listed under the Executive Director’s Report in the agenda would be moving to his part.

Mike started by discussing the traffic counts in the Union. He shared that the Union utilizes the service SenSource and has 17 sensors above the main entrances. The sensors calculate movement. Mike shared the importance of utilizing traffic counts so the Union can identify patterns of significant use, and we can ensure we have appropriate staffing. Mike shared that on the first day of class, the Union had 24,507 visitors from 7 AM to 12 AM.

Mike then gave an update on the progress of the Art Gallery. He noted there is still some work to be completed, but that Exit signs have been installed as part of code regulations. Mike also shared that the Exit signs were connected to power that was supported by the backup generator. He continued by sharing that the Facilities team was able to polish the floor within the Gallery during this time of closure.

Mike then shared about the Union Circle construction. He noted they are currently laying asphalt, adding traffic lights, and pedestrian crosswalk devices to the intersections. He shared a map of the current progress. On September 18 & 19, the North intersection would be closed. Then September 22 & 23, the North leg would open for trucks as the South leg intersection would be closed. On September 24, finishing touches would be applied, and traffic for the dock would enter from the North. The project is expected to be finished on October 1. Wendy shared that buses will remain in the current location by the Highland Street Garage and will return to Union Circle in the Spring. Rutwik asked about the closing of the sidewalks along Union Circle. Mike shared that the reason is that some concrete pads and electricity are being added for bus shelters. Shelters will be located on the North and South legs of Union Circle. Mike shared that the West leg of Union Circle is for emergency vehicles. The Union expects to see an increase at the East entrance when construction ends, as there is currently a split of traffic between the East and South entrances. Grayson asked if Highland Street would remain closed since buses are staying in their current location. Mike confirmed it will remain closed.

Finance

Kavan Ingram began by sharing the Fiscal year 2025 budget updates, and that the year ended on August 31 with the year's balance of $829,061.35. Rutwik asked about the tuition exemption. Kavan & Wendy shared that these are state & federal exemptions where students don’t pay tuition. Wendy shared that in FY26, online students within a certain mileage of Denton’s campus will pay fees.

Kavan shared the FY26 budget and where it is as of today. He noted that UNTSystem reviewed interest payments and that, in turn, freed up $315,177  in funds as related to interest.

Kavan went on to discuss the UCE Scholarship and that the deadline is next week, Tuesday, September 23, at 5 PM. He shared that the ad hoc committee will receive eligible applicants in an anonymous packet along with a review timeline. He noted that he is slowly receiving applications and expects an influx at the deadline.

Programs

Andrea Marquez began by sharing attendance numbers from First Flight week programs. Move In Mania, a partnership between the Union and Housing that took place on the Friday and Saturday of  move in weekend, had over 1,200 in attendance for this event. Andrea shared that the First Flight Kickoff, which took place on Sunday, had over 1,400 card swipes at six different activities. UPC’s Eagle Insomnia had over 3,000 card swipes, with 2,000 of those being unique individuals. She noted this is the second year Eagle Insomnia has been at the beginning of First Flight Week versus the end.

Andrea then discussed the success of the Union Arts Center. During First Flight Week, 890 students visited, and during the first week of school, 576 students visited the Arts Center. The team created a paint-by-number mural that is hanging in the space.

Andrea noted some upcoming events, including Carnaval happening at the same time as the meeting, Farm Friends, Ghosthunters, and Oktoberfest. She also noted Fine Arts Series' second event is Simon Jimenez on October 8, and that the night before was their first event, Lucas Grabeel, which had over 300 people in attendance.

Andrea also discussed the Union Art Gallery. She shared that a vinyl would be going up on the outer wall in the next week or two. The graphics were designed by Meghan Siens, Union’s Graphic Designer.

Conference & Event Services

Richard Owens reviewed several new resources available for rent. He started with the Eagle Eye screen, a 17x10 screen that rotates 360 degrees and is on a trailer. It’s currently being rented by Athletics for home football games. He shared it’s a great resource as Athletics was utilizing a third-party company, but now they can rent from us, keeping funds on campus. Richard noted this screen was used last fall at the Homecoming Concert, where an academic class assisted with the streaming.

Richard then shared about the SL100 Stage. This has been utilized for the Ring Ceremony and Veteran Days. He then went on to share about the portable battery-operated video screen. This screen can operate off of battery for six hours. Richard shared that this screen has advantages where you don’t have access to power, and that the wheels are heavy-duty.

Richard also reviewed the portable dance floor recently purchased. He noted that student organizations don’t have enough dance space on campus, and it’s a common request. The 30x30 dance floor also comes with a subfloor, so it can be utilized on the grass without damage. It can also be used inside. Alondria asked if student organizations can reserve. Richard said yes. Rutwik asked about the cost, and Richard requested that they contact him to get a quote.

Administration

Molly Orr shared about new signage outside of the Jade Ballroom and Senate Chamber. The signage is located on the columns as you enter from the West. Molly also shared that there is new signage at the Emerald Ballroom, but it is smaller than expected, so it will be redone. Rutwik asked if we are looking at the signage at the Lyceum. Molly shared yes, and that an internal committee that is starting can review that area.

Molly then shared that the Union has two full-time staff vacancies that are currently posted. The positions include the Overnight Custodial Supervisor position and an Event Support Coordinator.

Executive Director’s Report

Wendy Denman shared with the Board that a staff member passed away earlier that morning and that our team is currently working through the situation.

Action Items

There were no action items for this meeting.

Other Matters/Announcements

Bhavya shared the next meeting will be October 15 and that there is location change to Union room 382. Wendy reinforced location change and shared that we will make sure to send a reminder closer to the meeting.

Bhavya adjourned the meeting at 12:30 PM.

Respectfully submitted by Molly Orr.

Members Present: Rutwik Duggireddy, Bhavya Kanyadara, Totran Nguyen, Alondria Robertson, Krisha Chintakunta, Fatuma Mwende, Peace Odivwri, Justin Lopez, Grayson Turner, , Michael Savoie, Taylor Mireles, Amanda Koellman, Billi Gravely, Wendy Denman, Mackenzie Martinez, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present: Zechariah Jones – President of Talons (No sub – Org busy with Homecoming events), Nitish Thotakura – Graduate Student Council (Sub was Sai Jaswanth), James Parrish – Faculty Senate (No sub – Not able to make it), Michael Savoie – Faculty Senate (No sub – Now at UNT Frisco).

Bhavya Kanyadara, Union Board of Directors Chair, called the meeting to order at 11:52 am.

Bhavya asked if there was a motion to approve the September 17, 2025, UBD Meeting Minutes. Taylor Mireles motioned to approve the minutes, and Peace Odivwri seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Bhavya then moved to area reports.

 Facilities

Mike Flores began by mentioning that the water fountains in the Union are 10 years old and need to be replaced. The fountains have recently been showing their age with leaking from the bottom, failing devices inside, and calcium buildup. Facilities is taking action to start the process of getting these replaced. Mike and the team have found stainless steel units that will be easier to clean and maintain. These units also feature the most up to date filtration system, filtering out lead, sediment, microplastic, asbestos, and chlorine. A total of 16 units will be purchased with total amount being between $35,000.00 - $45,000.00. Amanda Koellman asked how long these new units will last. Mike replied 8-10 years depending on the trend in traffic in the Union. Billi Gravely asked if the quote includes the labor for removal. Mike confirmed that the old units will be removed internally by the Union maintenance team. Additionally, since the company that sells the units don’t install them, Mike and team are currently looking at bids for installation. Rutwik Duggireddy asked if the total cost is all 16 units. Mike confirmed yes. A vote to begin work on the water fountains will be conducted later in the meeting during the Action Items section.

Finance

Kavan started with stating that 12% of the budget has been spent for FY26 and is in a steady progression.

He gave a scholarship update and thanked the Ad Hoc Committee for their work on reviewing and selecting the final scholarship winners. Total, there were 14 applications submitted and 3 selected. The winners are Rebecca Lang, Vanessa Padilla, and Totran Nguyen.

No additional questions or comments were made.

Programs

It’s Homecoming week so UPC is very busy with events and activities for the campus. Balloons and banners are up in the Union throughout the week. The Mean Green Hoedown is this Friday, which will include country music, line dancing, and carnival games. The student tailgate will be at DATCU Stadium for Saturday’s game. There will be a country band, food provided by DSA, and a spirit station.

Andrea continued to share a list of upcoming events. October 26^th the Fine Arts Series will have Septura in the Murchison. October 28^th is the annual Boo Bash in the Union. November 13^th will be Celebrate the Season of Lights.

Andrea informed the Board that a group of students and staff from UCE traveled to Missouri State University to attend the ACUI Region II Conference. Our staff and students were awarded several awards:

2025 Shirley Plakidas New Professional Award Winner:

Shelby Hornsby

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Lanita Legan Service Award:

Sergio Renovato

Shelby Hornsby

Andrea Marquez

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 Steal This Idea Graphic's Competition Winners:

McKenna Qualls "25-26 Fine Arts Brochure" 1st Place

Design Works Team "UPC Fall 2025 Calendar" 1st Place

Mia Sanchez (Poster) 1st Place

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Graphics Competition Award Winners:

Design Works (Calendar) 1st Place

Mia Sanchez (Monster Mash) 1st Place

Mckenna Qualls (Brochure) 1st Place

Design Works (Union Fest Promotional Campaign) 2nd Place

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Conference & Event Services

Richard started by sharing some event stats. A total of 1,689 events have taken place with this on pace with last year’s numbers. The update to Mazevo has allowed for more analytics regarding events. He reported that Tuesdays and Wednesdays are the busiest to host an event, while Sundays are the least busy.

There is an opportunity to pursue wedding and reception events for our community. A committee has been formed to pursue this opportunity and they are already researching locations and logistics for these events. Some of the committee members even had a chance to visit other local universities to gather information.

Wendy informed the board that another member of our UCE team has recently passed. Donna Richie was one of our Event Support Coordinators and worked at UNT for over a decade. Wendy reflected on the passing of Kyle Wood, our AV Services Assistant Director as well. The University has allowed us to move forward with filling their positions.

Administration

Molly continued to address the current vacancies in UCE. An update with Lost and Found… Pixit was the previous software that was used to track lost items. This contract is over and we are moving to a program called Foundify. UNT Dallas currently uses this as their lost and found system and it is a success. As a reminder, the policy is after an item is unclaimed for 30 days, it goes into the archives. To manage the archived items, there has been a lost and found sale where items are sold at a reduced price. This helps get the items back in the hands of students and it raises money to then be used for student scholarships! The next sale will be sometime in November.

Molly informed the Board that the ownership of the donation bins located across the hall from UPC will be transitioning from Center for Leadership Development. Currently, student Organizations are able to rent the bins for 2 weeks each semester for their donation needs. JC, with our Info Desk, will be supervising these with a focus on revamping the bins and informing organizations of the opportunity to use the bins.

Executive Director’s Report

Wendy reminded the Board about the Union Circle reversal, and to remind everyone’s staff as well. There is work being done on a traffic light and additional signage will be going in to assist with the reversal change. In January 2026  busses will return to Union Circle to drop off students. Even though Union Circle construction finished early, it was decided that there was not going to be a change in the current routine so that it wouldn’t cause confusion in the middle of the semester. Other reminders, are the Union Garage is open and ready for parking and a reminder to not drop off anyone at the loading dock. This is a very busy area and is meant for staff and vendors only.

Action Items

Bhavya Kanyadara, Union Board of Directors Chair, called for a move to vote on proceeding with the Union water stations replacement plan. Rutwik Duggireddy moved to vote. Grayson Turner seconded. There was a unanimous vote to proceed. 

Other Matters/Announcements

Bhavya shared the next meeting will be November 12 and we will be back in Union room 401.

Bhavya adjourned the meeting at 12:26 PM.

Respectfully submitted by Mackenzie Martinez.

Members Present: Rutwik Duggireddy, Bhavya Kanyadara, Totran Nguyen, Alondria Robertson, Krisha Chintakunta, Alberto Garcia Mora, Fatuma Mwende, Peace Odivwri, Justin Lopez, Grayson Turner, Adam Koening, Taylor Mireles, Amanda Koellman, Wendy Denman, Mackenzie Martinez, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present: Zechariah Jones – President of Talons (No sub), James Parrish – Faculty Senate (Sub – LeRoy Hardy), Michael Savoie – Faculty Senate (No sub – Now at UNT Frisco), Billi Gravely – Staff Senate (Sub – Christian Bridges)

Bhavya Kanyadara, Union Board of Directors Chair, called the meeting to order at 11:45 am.

Bhavya asked if there was a motion to approve the October 15, 2025, UBD Meeting Minutes. Taylor Mireles motioned to approve the minutes, and Peace Odivwri seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Bhavya then moved to area reports.

 Facilities

Mike Flores began by informing the Board that there has been an increase in number of mobility devices on campus. This includes motorized or battery-powered skateboards, scooters, or e-bikes. Currently the Union doesn’t allow for mobility devices to be brought inside the Union due to the high fire risk from these devices. The fall of 2026 the University will enact a policy that will prohibit mobility devices in every campus building. Since there is an increase in these vehicles but a  fire risk and the campus policy, Union Facilities is working on installing additional racks for Union visitors on the south entrance of the Union. These racks will also include charging stations. Mike also noted that students/faculty/staff can get free locks for their devices from the UNT PD. Mike will keep the Board up to date with the installation and completion date of the new racks.

Finance

Kavan started by stating that 28% of the budget has been spent for FY26 and we are progressing consistently.

Last year we had some unexpected expenses to compensate for items that were necessary for improvement in the building so this year everyone is watching their individual areas closely.

There is an outlier of about $3,000.00 in Transfer Expenses that is worth taking note of. This is due to a telecommunications charge from UNT Systems for using Teams. This is a charge that is transferred out of the Transfer Expense line.

Programs

Andrea shared all of the upcoming events:

• Celebrate the Season of Lights – November 13^th at 6pm on the Union South Lawn (In Partnership with SGA)
• North by North Texas on November 19^th from 6-9pm
• Spring Events are in the finalization phase
• DeStress Fest on December 3^rd and 4^th from 11am – 2pm in Union Ballroom 314 AB
• Fuel Up for Finals during finals week

Conference & Event Services

Richard started off by briefing the Board on the vision CES has for hosting conferences in the Union going forward where the following elements are realized: registration management, promotion, logistics, financial portal, on-site assistance, reporting, and tracking. To make this happen, the CES team is looking into acquiring Cvent as the event platform to achieve this goal.

Adam Koening asked: How is this system accessed? Richard confirmed that his team would provide access to a conference point person.

LeRoy Hardy asked: Is this system accessed just for the Union or campus-wide? Richard said this would be a campus-wide thing.

Administration

Molly reported to the Board that the fall Lost and Found Sale made around $3,500.00! This money will go towards student scholarships. The next sale is planned to take place at the end of April 2026.

Executive Director’s Report

Wendy reported that furniture replacement plans are continuing and vendors have been contacted to start the process given the results of our sit tests. The main items that we will be mindful of are social habits of guests and students, and good utilization of each of the unique spaces in the Union. The new furniture that we will be incorporating in our purchase in order to accomplish this will be pieces that can be divided into smaller sections for individuals or small groups, as well as long benches for bigger groups, and also large high tops for study spots.

Rutwik Duggireddy asked: Will students sit together at the high tops? Wendy confirmed that high tops tested well and students want them.

Rutwik also asked: Will there still be booths for students to take naps? Those are popular. Wendy confirmed that yes, there will still be booths available but only on the 4^th floor where there is less foot traffic than on the other floors in the Union.

Action Items

It is that time of year when the proposal for an increase in the Union fee is presented to the Board. *See Wendy’s presentation for details* In recent years past (2019, 2021, 2022, and 2023) the Board has approved the increase but was halted as it progressed down the line of approvals. Wendy briefed the Board that there is an increase in students and guests that visit the Union each semester with 30,000 people/day as the highest recorded, 23,000 people/day as the highest recorded this year, and 17,000 – 18,000 people/day for the average. The proposal is to increase the current Union fee to $1.00 per student, per semester for $3.00 total per year. This would take effect in the Fall of 2026. The vote to increase the fee needs to be decided in December, but we don’t have a December meeting. Therefore, the Board will need to vote on holding another meeting or voting via email. The meeting would be held on December 3^rd or the email voting would end on December 3^rd. Bhavya asked for a motion to vote to schedule a December meeting or to vote by email. Rutwik motioned and Peace seconded. The Board voted 2 for an in-person meeting, and the remainder voted for voting via email. To vote by email would be either to submit your vote by emailing Mackenzie or to utilize the poll feature on Outlook. Bhavya asked for a motion to vote on the preference. Taylor motioned and Alberto seconded to vote using the poll feature on Outlook.

Other Matters/Announcements

Bhavya shared the next meeting will be January 21 and we will be in Union room 401.

Bhavya adjourned the meeting at 12:43 PM.

Respectfully submitted by Mackenzie Martinez.

Members Present: Rutwik Duggireddy, Bhavya Kanyadara, Totran Nguyen, Daniel Morales, Krisha Chintakunta, Jacob Campbell, Peace Odivwri,  Grayson Turner, James Parrish, Adam Koening, Tariq Zeenat, Taylor Mireles, Amanda Koellman, Wendy Denman, Mackenzie Sanders, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present: Alondria Robertson, Alberto Garcia Mora, and Justin Lopez

Bhavya Kanyadara, Union Board of Directors Chair, called the meeting to order at 11:50 am.

Bhavya introduced the new representatives who are replacing previous members of the
Board. Jacob Campbell is now the Non-Traditional Student Representative who is replacing Fatuma Mwende who graduated in December. Daniel Morales is now the Talons Representative who is replacing Zechariah Jones. Tariq Zeenat is the 3^rd Faculty Representative who is taking Michael Savoie’s place, as he is at UNT Frisco now.

Bhavya asked if there was a motion to approve the November 12, 2025, UBD Meeting Minutes. Peace Odivwri motioned to approve the minutes, and James Parrish seconded the motion. With a show of hands, the Minutes were approved with only one abstention from Tariq Zeenat who wasn’t a representative last semester.

Bhavya then moved to area reports.

 Facilities

Mike started with an update on Bruzzy’s Patio. When the initial roof was installed, it was discovered that the roof began to leak. The warranty that the Union had with the roofing company mandated that the company continue to try and fix the leak but, in the end, it was unable to be fixed, so it was decided to be replaced. The new roof was installed over the winter break and it is working great now. Another change is the original roof was clear and now this one is opaque.

Rutwik asked: “How are the firepits accessed and used on the patio?”

Mike said that the firepits have to be requested when the reservation is made.

Richard continued… There is currently not a cost associated with the add-on of the firepits but is looking into the amount of propane that is used with reservations for now to see if and when there will be a charge. Additionally, with the reservation, the firepits will be managed by our Union staff to ensure safety of our guests.

Mike made everyone aware of the impending weather that will be coming our way this Friday. Snow and ice are expected and the Union will be prepping the sidewalks with ice prep in advance of the storm. Wendy stated that the Union has a generator, and can run for 4 days without a refill, so the building can stay open during weather events like this and be a refuge for students and campus guests. Any closure announcements will come from UNT System.

Finance

Kavan started by stating that 39% of the FY26 budget has been spent and we are progressing consistently. We have used 5% less in expenditures this year compared to last and revenue is up 2%!

Programs

Andrea began by announcing that Stephanie Spyker is receiving a promotion to the Assistant Director of Union Arts. With the success of the Union Arts Center, and the additional duties that accompany that, it was a natural move to promote her. The stats of the Union Arts Center have already exceeded the previous year with more swipes in Fall 2025 (5,039) than all of the previous year (4,298) and 7 new student employees!

Spring 2026 calendars are available and will be located in the UPC office as well as the Info Desk.

Eagle Insomnia was a successful event with around 2,100 swipes!

UPC is now accepting new member applications and are due on Friday, January 23^rd by 11:59pm.

Upcoming programing events:

• Fine Arts Series presents Grace McLean – January 28^th
• Winter Olympics Programming – February 6^th – 22^nd
• Union Fest – March 4^th

 Conference & Event Services

Richard gave a recap of the reservations and events from Fall 2025. He said that reservations have gone very smooth now that the CES department has transitioned to the new reservation system. There were 3,987 reservations between September 2025 and December 2025. The percentages that make up these reservations have evened out: 63% make up departments, 7% are from the community, and 30% are from students. During the previous fall semester, 80% made up of departments, 3% were from the community, and 17% were from students. Additionally, this was all while the department was 2 Event Support Specialists down. These positions have since been filled and training is going very well.

Administration

Molly continued from Richard regarding the 2 Event Support Specialists that were hired, informing the Board that these were internal hires which left the position of a Event Support Specialist vacant as well as our Evening Operations Supervisor vacant. Those positions are posted and we are looking to fill them.

Molly also gave a brief recap of our student staff training. There were 116 out of 130 students present at the training this year.

Jacob asked “Will there be any opportunities in our trainings for development of our non-traditional students. Molly said that we can explore these and other opportunities for our training.

Executive Director’s Report

Wendy informed the Board that the Union doors off of Union Circle need to be replace. This is the most frequent entrance used. There was a possibility of replacing the current doors with smaller ones to reduce the heaviness of the current doors, but the aesthetics of the Union didn’t look right and significant work would have to be done on the structure if new, smaller doors were chosen. A vendor has been chosen and the first doors to be replaced will be the Union Circle doors during Spring Break.

Wendy continued with Union food updates. The contract with Fuzzy’s has since been replaced by Union Burger. The contract for the Starbucks in the Union will end in March. The Starbucks kiosk outside by the music building will remain open until 2028. Dining is looking into keeping a coffee concept when the Starbucks in the Union closes and is considering Voltage coffee, West Oak coffee, or an in-house coffee. There is not a timeline for construction for this project yet.

Wendy updated the Board with the results of the Union fee increase vote, and the fee will not be increasing. This will be an action item that will be voted on next year.

Jacob asked “I’ve seen that people are more likely to use the automatic doors at the Union entrances, which I believe has increased the usage and lets the elements in.”

Wendy said that they will be changing those doors to open one at a time and by making that change, the doors can hopefully stay closed longer and shield from the outside elements.

Grayson asked a follow up question; “Is Starbucks under the scope of the Union?”

Wendy clarified that Starbucks is housed in the Union but is not managed by the Union. It’s managed by the Dining department.

Other Matters/Announcements

Bhavya shared the next meeting will be on February 18 and we will be in Union room 401.

Bhavya adjourned the meeting at 12:23 PM.

Respectfully submitted by Mackenzie Sanders.

Members Present: Armando Sanchez, Bhavya Kanyadara, Camila Salcedo (sub), Daniel Morales, Alberto Gracia Mora, Jacob Campbell, Peace Odivwri,  Grayson Turner, James Parrish, Tariq Zeenat, Taylor Mireles, Amanda Koellman, Billi Gravely, Wendy Denman, Mackenzie Sanders, Mike Flores, Kavan Ingram, Andrea Marquez, Richard Owens, Molly Orr.

Members Not Present: Totran Nguyen – out sick, had a sub: Camila Salcedo, Alondria Robertson – no sub, Krisha Chintakunta – no sub, Justin Lopez – no sub, Adam Koening – no sub.

Bhavya Kanyadara, Union Board of Directors Chair, called the meeting to order at 11:51AM.

Bhavya introduced Amando Sanchez as the new SGA President representative who is replacing Rutwik Duggireddy.

Bhavya asked if there was a motion to approve the January 21, 2026, UBD Meeting Minutes. Armando motioned to approve the minutes, and Grayson seconded the motion. With a show of hands, the Minutes were approved with only one abstention from Camila Salcedo who is the sub for Totran.

Bhavya then moved to area reports.

 Facilities

Mike began by informing the board that the doors on the East side of the building (Union Circle) will be worked on over Spring Break. These doors see a lot of traffic. They are set to automatically unlock at 7AM lock at midnight. The door sensors counted 14,837 people in and out of the Union on 2/17 alone! Three full-time staff members will be doing the repairs of the automation rod and door threshold, which both have major wear and tear.

Armando stated that “The automatic doors are finicky and overused.”

Mike informed us that the automatic door button is wireless so that can cause it to be unreliable sometimes.

The Starbucks located on the 2^nd floor of the Union will be decommissioned on March 31^st. The Starbucks that is located on the hill between the Hurley Administrative building and the Music building is on a separate contract so that location will continue to stay open. The schedule of construction work will be sent out to Union partners and those that are in the Union and would be disturbed by the construction work.

Finance

Kavan reported to the Board that we are at the budget midpoint and are still on track and doing well. No other questions were presented.

Programs

Andrea updated the Board on the upcoming events in the Union. The next Fine Arts Series will be on February 26^thfeaturing the Social Movement Contemporary Dance Theatre. Students get into FAS events for free!

Union Fest is 2 weeks away! The schedule is now out on IG and the Union Fest website. Andrea shared a preview of the Union Fest promo items which include a bandana, stickers, color changing cups, and a t-shirt.

Fuel Up for Finals has a new date and will be on the last day to host events on campus, which is Tuesday, April 28^th. Fuel Up for Finals has gotten a revamp! In addition to feeding the students, there will now be games, prizes, activities, and giveaways. The drive behind the revamp was to make this more of event rather than a come-and-go event.

 Conference & Event Services

Richard informed the Board that the House Guidelines are to be reviewed and revised. This is a document that outlines the guidelines for reservations and spaces for the Union’s renters. There will be a committee group that reviews this document. Review sessions will be scheduled with this group and are set to have revisions done and ready to be presented to UBD by the next meeting on April 15^th.

On Wednesday, February 24^th there will be a Campus Housing Fair from 11AM-2PM on the South Lawn. There will be 45 housing, apartments, etc. that will be in attendance to help students with off-campus housing options.

Tariq asked if the event details were communicated to students?

Richard/Molly - Yes... Via online, yard signs, and digital signs

Alberto asked, “Is there a list of the vendors that will be there?”

Richard - There will be a list of the vendors when you attend the event

The inaugural Union Wedding Showcase will take place on Sunday, March 1^st. So far, 26 couples have RSVP'd. This event was advertised on Instagram and already has 500 likes and 300 shares so far!

Administration

There are still several positions open and posted for the UCE department. An offer has been made to a candidate for the overnight custodian position, round 2 of interviews are underway for both the Associate Director of Marketing, and the Senior Media Technical Manager, and we are currently accepting applications for both the Event Support Specialist position, and the Evening Operations Coordinator.

 Staff Appreciation month is in March and Student Appreciation is in April. Administration will be busy planning events throughout the months for each of these special occasions.

Executive Director’s Report

On-going projects include finalizing the budget for FY27, collaborating with partners for events, and other various projects that will be share in the near future.

Jacob asked in relation to the President’s budget announcement “What is our growth projection?”

Wendy stated that as of now, the projection is not showing any growth. Graduate enrollment is down, even though freshman enrollment is up. UNT is 75% enrollment driven

Armando asked, “How does the budget and the President's update impact the Union?”

Wendy responded “Our area is in good shape but we are looking at avenues to continue to save. We have reserved funds that we could use in a pinch if needed. Additionally, budget changes and reductions will not hinder our goal to continue to support students.

Other Matters/Announcements

Bhavya shared the next meeting will be on April 15^th and we will be in Union room 401.

Bhavya adjourned the meeting at 12:21 PM.

Respectfully submitted by Mackenzie Sanders

Members Present: Alfred Dozier IV, Bala Sankar Kilara, Derek Dotson, Mercedes Kuykendall, Seth Parsons, Jaidyn Watkins, Fatuma Mwende, Jaden Johnson, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Stacy Buchanan, Dana Mays, Wendy Denman, Mike Flores, Molly Orr, Robert Bailey and Kavan Ingram.

Members Not Present: Mackenzie Martinez. Richard Owens was not present, but Robert Bailey attended in his place. Representatives from the Center for Belonging & Engagement and Fraternity & Sorority Life are to be determined and were not present.

Executive Director, Wendy Denman called the meeting to order at 11:48AM.

Wendy thanked those in attendance and introduced herself. Wendy shared why she is currently facilitating the meeting as chair as the new chair will be elected during this meeting. She continued by reviewing folder contents that included UBD Constitution and Bylaws and a Robert’s Rules Cheat Sheet. Wendy shared that a loose version of Robert’s Rules is used during the UBD meetings, and the document is helpful if you have never utilized Robert's Rule. She asked if anyone had questions about Robert’s Rules. No questions were asked.

Wendy had everybody in attendance introduce themselves. She stated if you cannot attend a future meeting that you send someone who represents your area on your behalf.

Wendy continued a review of the Bylaws included in the folders and discussed the elected officer positions including chair, vice chair, and a student representative to serve on the Executive Council. Responsibilities of the chair and vice chair were reviewed and included running meetings, serving on the executive committee, and meet with Wendy to review the agenda for the upcoming meeting. She discussed absences and that if there are more than 2 absences, we would have to select another person.

Wendy shared that during the monthly UBD meetings, different Union representatives discuss different events, projects (capital over $5,000), budget, and Conference & Event Services.

Wendy asked if anyone was interested in the Chair position or wanted to nominate someone for the Chair person. Jaidyn Watkins nominated herself for Chair. Jaidyn shared why she was interested in being the Chair and was then asked to step out. With a show of hands and no abstentions, Jaidyn was named Chair.

Wendy continued with nominations for Vice Chair. Mercedes Kuykendall nominated herself as Vice Chair. With no other nominations, Mercedes shared why she wanted to be a Vice Chair and was asked to leave the room. With a show of hands and no abstentions, Mercedes was named Vice Chair.

Wendy then asked for nominations for the election of one (1) Executive Committee Member. Derek Dotson nominated himself.  There were no other nominations.  Derek told why he was interested in the position and then left the room for the vote. With a show of hands and no abstentions, Derek was named Executive Committee Member.

Wendy continued the meeting and introduced the April 17, 2024 Meeting Minutes to be approved. Michael Savoie moved to approve the Minutes and James Parrish seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Wendy then moved to area reports.

Facilities

Mike Flores began with a review of projects including background information for each project.

Mike began his presentation with a review of the Chick-fil-A project. He shared architecture renderings of the project which involved relocating the Chick-fil-A from level 2 down to level 1 which was previously the Corner Store. He shared that work continued through the summer and reopened recently. He shared photos of lines forming and shared that adjustments are being made by staff to better serve large numbers. There is some seating available in the space.

Next, Mike shared about the Starbucks refresh project and that after 8 years, Starbucks wanted to freshen up its space. The refresh included more wood and new furniture being deployed including chairs & tables. The baristas have newer appliances and there is better use of space with different furniture options.

Bruzzy’s Outdoor Patio was the next project Mike discussed. A donation from Alumni Jerome Max “Bruzzy” Westheimer Jr. went towards the project. Mike shared renderings of the space and discussed the arrival of steel. The current pergola will have a solid roof mounted on top and there will be outdoor tv monitors and fans added. Mike shared that the reason why the windows surrounding the patio are blackened with material is because they are welding.

Stacy Buchanan asked for the ETA of completion. Mike shared that welding should be completed by the end of this week then electricians come in next. He projected the end of September if tasks keep lining up. Stacy asked when will welding be completed and the covering come down.  Wendy shared that we had asked for a lighter window covering, but UNT said have to use this material. The current material should be up at least through the end of August. Wendy offered to add up-lighting or other lighting in meeting spaces if needed.

Mike shared some Union Meeting room projects which included 332 and 382. Mike continued the presentation with photos of the Senate Chambers (UU-332) as it was selected first for a refresh. The refresh included new carpet, painting, and patching holes. He continued with the next room refresh which was UU-382. This refresh included replacing the carpet with an emerald green pattern and also patching and painting the room.

Mike continued with projects completed over the summer by sharing about the smart lockers located in Eagle Post. The lockers came in raw and have recently been wrapped. Wendy shared that the Union graphic artist Meghan Siens completed the design. The locker designs tell a story of coming to campus, going to classes, and ending with the ring ceremony and commencement. The lockers represent the University, are vibrant, and brighten up the space. Visually impaired students appreciated the larger numbers. Dana Mays asked who wrapped the lockers and Wendy responded that it was Fast Signs.

Mike shared that we will continue to refresh meeting rooms and the next ones will be UU-385, UU-386, and UU-381. Dates will be identified when the rooms can be refreshed with new carpet and paint. Stacy asked if she should expect interruptions and Mike said no.

 Finance

Kavan Ingram brought attention to the copy of the End of Year's financials in each person’s folder. He stated that we are 10 days away from the end of the fiscal year. He stated that the Union is projected to be at 93% of budget and projected to end at 97% of expenses. He noted that line D5701 is going to projects including the boilers and the AV portion of patio project.

Michael Savoie asked about the excess in Revenue and expenses. Kavan responded it would roll into the Reserves budget

Kavan then shared about the Union’s student employee scholarship, the ISD of Texas Union Scholarship. Student employees of University Centers & Events can apply for the scholarship if they meet the requirements provided. At the next meeting, he will be calling for an ad hoc committee to review applications.

Derek Dotson asked if someone received the scholarship last year if they can reapply this year. Kavan said yes. Wendy also said there isn’t a criteria where you can’t receive the scholarship more than once.

Programs

Molly Orr shared that the Fall 2024 UPC calendar is out and would appreciate any support passing them out to students. The calendar includes UPC events, Center at Student Affairs at Discovery Park events, events at Frisco that UPC sponsors, and Union Arts programs. Calendars can be picked up at the Union Programs office or at the Information Desk. Molly also mentioned she brought copies of the Fine Arts Series brochure although not funded by the Union is facilitated by our team.

Molly continued with sharing about First Flight Week events. On Saturday, August 10 of Move-In weekend, a jazz program was hosted, and then in the evening custom street signs and Game Show Medley were available. Events were well attended. On Sunday, August 11, the Union collaborated with Orientation and Transition Programs to implement activities during First Flight Kickoff that took place from 12 pm-7 pm. UPC then hosted Eagle Insomnia from 7 pm-11 pm with higher attendance than in previous years. On Friday of First Flight Week, UPC hosted a move on the lawn.

Jazz in the Syndicate begins on Tuesday, September 3. The One O’Clock Lab Band will perform on September 4. There will be 12 weeks of Jazz in the Union.

Molly shared that Union 214 will become a Union Art space and work is being completed on the space. Over the years 214 has served various purposes and we look forward to utilizing it as a space for student art activities. The carpet has been removed from the space to expose the cement floor and furniture has been purchased. There will be instructor-led workshops and drop-in activities held in the space. There will also be opportunities to do team builders with groups. 214A will be the storage space for this area.

Molly continued by sharing that UPC is currently recruiting members for its membership board. The membership board usually has around 110 members and is currently recruiting as they are starting the fall semester with around 60 members. Applications are due September 2 at 11:59pm.

Conference & Event Services

Robert Bailey shared that summer conferences hosted 73 camps over the summer which included orientation, dining, and housing.

He then shared about new technology that has been updated in some of the Union meeting rooms. Robert shared 98" TVs instead of projectors, installed in 412, 339, and two in 382. An 80” TV was added to meeting room 385.

Robert shared about the new reservation process and its status. In December of 2023, the team did a space utilization review to see how groups reserve space.  83% of departments had space reservations which meant very few student organizations were reserving space. The team created a new process to have groups request special event space first Monday in April and then meeting rooms starting in July. The process went smoothly but did seek feedback from stakeholders and departments. With the feedback, departments can now book the first Monday in June through the following May 31^st for smaller meeting room spaces.

The Union has recently purchased an outdoor TV stand. This will allow for programming that takes place outside to have access to digital content and will be a reservable piece of equipment. The wheels allow the Union to take to multiple locations.

Executive Director’s Report

Wendy Denman gave an update on several upcoming projects. She shared that the patio project is in progress and that the boilers are still in process. There was a delay with the boilers due to project management and the vendor falling through. The boilers are expected to be completed in December. She shared that with the building opening at the end of 2015, we are seeing wear and tear on furniture. We will be needing to replace soft furniture and are looking to get samples of replacement furniture. There will be a sit test with furniture for students to get feedback.

Wendy shared there have been several new hires and a new position created. There is a new Gateway Coliseum staff member. Also, in the process of hiring a new custodian for the evening shift and hiring a full-time staff member for the Union setups team. The Union has created a new position after doing an organizational shift and this person will start September 3. The new position will be over the Information Desk Center and will oversee the Lost & Found. The goal is to create an auction for items that have not been claimed. The Union has also had a vacant Director position for a year and will be looking for a new director to fill that role.

Wendy shared that University Centers & Events has added an employee service model – SOARS. There will be new initiatives with this model, and we will present them at a future meeting.

She continued by sharing about the Union Branding Refresh Committee. With the building aging, we want to review where we at now, what are the messages we have now, and how does it represent our current students. The committee will work to make suggestions on what the current branding should be for our current time.

Action Items

Wendy reviewed the proposed meeting dates and explained that we typically do not host a meeting in December and March due to holidays.

Wednesday, August 21, 2024

Wednesday, September 18, 2024

Wednesday, October 16, 2024

Wednesday, November 13, 2024

----- No Meeting in December -----

Wednesday, January 15, 2025

Wednesday, February 19, 2025

------- No Meeting in March -------

Wednesday, April 16, 2025

-------- No Meeting in May ---------

Wendy asked if anyone had any questions. Jaidyn Watkins asked if all the meetings would start at 11:30 AM. Wendy answered yes. Stacy Buchanan motioned to approve; Jeffrey Britain seconded. Unanimous vote to approve.

Michael Savoie asked if the meeting starts at noon or 11:30 and Wendy clarified that business usually starts closer to noon. Arriving at 11:30 allows those to get food and eat.

Other Matters/Announcements

Wendy shared that the next meeting will be September 18, 2024, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:50 pm.

Respectfully submitted by Molly Orr.

Members Present: Alfred Dozier IV, Bala Sankar Kilara, Derek Dotson, Mercedes Kuykendall, Seth Parsons, Jaidyn Watkins, Fatuma Mwende, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Stacy Buchanan, Wendy Denman, Mike Flores, Molly Orr, and Kavan Ingram.

Members Not Present: Evan Raney was not present; Teresa Ramirez was his sub. Jaden Johnson missed, but did not have a sub. Dana Mays was not present; David Causey was her sub. Richard Owens was not present, but Robert Bailey was his sub. Representatives from the Center for Belonging & Engagement and Fraternity & Sorority Life are to be determined and were not present.

Student Chair, Jaidyn Watkins called the meeting to order at 11:56AM.

A call was ordered to approve the August 21, 2024 Meeting Minutes. Michael Savoie moved to approve the Minutes and Jeff Britain seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Jaidyn then called to moved to area reports.

Facilities

Mike Flores began with an update on Bruzzy’s Outdoor Patio. A donation from Alumni Jerome Max “Bruzzy” Westheimer Jr. went towards the project. Mike shared that while the project is making headway, it’s still under construction. The items still to be worked on include welding on the pergola, roof installations, fans under the pergola, the installation of the letters “Bruzzy’s Patio,” a satellite dish, and the installation of audio. The audio equipment will include weatherproof speakers. Mike continued that those who use the patio can use their own sound or can the Union provide.

Michael Savoie asked what the roof is covered with. Mike confirmed that it is acrylic compound that is the covering.

Regarding completion time, Mike stated that there is 1 TV monitor that is currently on backorder due to high demand. The estimated wait time is 2 weeks for it to be delivered. Then the AV package will need to be installed. After the work is done on the project it is handed over to UNT. There is no exact date of completion right now but are hoping for mid to late October.

Stacy Buchanan shared her experience and concern that some events in the Diamond Eagle suite have moved because of the construction. Wendy Denman reassured Stacy that the work on the patio will not be for much longer. Additionally, Wendy explained that the construction company has to have a black covering over the windows and doors that look out into the construction area. Wendy said that the Union can assist with lighting in the room to make the room brighter for everyone that attends meetings or events in the Diamond Eagle suite.

Finance

Kavan Ingram reported that the FY24 financials are completed, and the year was closed on Monday, September 16, 2024. There were 3 projects that were ran over into the new fiscal year that were completed in FY24 but have been expensed in FY25. These are the round tables, HVAC, and fire panels. We have now expensed 5% of the FY25 budget. Revenue and Expenses are a little off due to $100,000.00 being sent to the UNT central fund for strategic innovation. Michael Savoie asked for clarification as to where the expense was taken from. Kavan clarified that it was from the Union auxiliary and reserve account. Kavan asked for any other questions regarding the FY25 budget. Jeff Britain asked for clarification on what makes up Supplemental Pay. Kavan explained that it is TRS, Payroll, longevity, and supplemental pay.

 Kavan then shared about the Union’s student employee scholarship, the ISD of Texas Union Scholarship. Student employees of University Centers & Events can apply for the scholarship if they meet the requirements provided. The due date is Tuesday, September 24, 2024. Reminders have been sent to student supervisors to encourage students to apply. The review of the student submissions will be anonymous and will be decided by an Ad Hoc Committee. Five people from UBD are to be selected to be a part of an Ad Hoc Committee in order to vote on which students will receive the scholarship. The call for Ad Hoc Committee will be conducted during the action items of this meeting.

Programs

Molly Orr shared that the outer gallery wall, behind the Info Desk and that faces the main hallway, is an area that they are wanting to focus on for getting more art and interest. Over the summer Mike Flores added new lights on the wall in order to highlight the art. The intention with the space it to make it a more usable space with a monthly show rotation. Students will be able to apply a semester in advance to have their art displayed. The art that will go in this wall will be more censored than the art that goes in the inner gallery.

Molly continued that UPC recruitment is complete, and the member retreat is set for Sunday, September 22, 2024. There are 111 members total, with 57 new members!

Molly continued with sharing about upcoming events. UPC will be showing a movie during Family Weekend. UPC has a tailgating area for football games and is utilizing the DATCU trailer as another space. At UPC’s tailgating area there will be food, giveaways, a band, and other activities. Oktoberfest will take place on Monday, September 30, 2024 with a band, food, and samples of German beer for those 21 and older. Boo Bash is set for Wednesday, October 30, 2024. Signups are open for student organizations and the event is open to the public.

Molly asked if there were any questions regarding the upcoming programs and events. Michael asked for clarification on what they were doing to combat any inappropriate art that will be going on the outer gallery wall. Molly clarified that the website will have guidelines, students will have to submit their art to be vetted, and they will be meeting with the student prior to their art going up on the wall.

Conference & Event Services

Robert Bailey shared that there are 2 vacancies currently in CES. One being in setups and the other for the AV Director. There are currently 2 finalists for the setups position and phone interviews have been scheduled for the AV Director role. Robert provided stats regarding the current number of events that have been booked stating that 1,025 events have been booked at this time compared to 815 at this time in FY24.

Executive Director’s Report

Wendy Denman updated the board on our new staff member, Jennifer Dominguez. She is the daytime Information Center Manager and started in early September. Wendy explained that there was a need for daytime coverage at the Info Desk and Jennifer fulfills that need.

Wendy explained that there is currently a hiring freeze. Custodial positions will not be impacted by the freeze. For any other positions, she will have to submit a proposal that then gets approved by multiple staff and by the President of the University. Currently there is 1 custodial position open, which needs no approval, 1 position waiting on approval, and 2 approved positions (Setups and AV Director).

There are currently 2 open membership spots for Center of Belonging & Engagement on UBD. There are 2 spots due to the dissolve of the Multicultural Center and the Pride Alliance, where there was 1 spot to fill for each of the organizations. One of the spots has yet to be filled and the board will need to vote to decide if the additional vacancy would want to be eliminated. This is decision is pertinent so the board will be able to meet quorum.

Wendy informed the board that there has been frequent removal of furniture from the 3^rd level of the Union due to wear and tear. There will be an opportunity for students to decide which furniture will be the replacement furniture for that area. The plan is to set up a lounge area with a QR code for students to provide feedback on what furniture should be selected. An email will be sent to students informing them of this opportunity when available.

Action Items

Jaidyn continued with action items and the selection of the Ad Hoc Committee for the UCE Student Employee Scholarship. A vote was taken to have the Ad Hoc Committee, and the vote was unanimous. Jaidyn then asked for 5 volunteers to be on this committee. Stacy Buchanan, Taylor Mireles, Bala Sankar Kilara, Derek Dotson, and Fatuma Mwende all volunteered. Seth Parsons asked for clarification regarding the time commitment and Kavan confirmed that the deadline for student submissions is Tuesday, September 24, 2024, and then there will be a week that the committee will have to review the submissions.

Jaidyn called to motion to reduce the Center of Belonging & Engagement UBD membership from 2 to 1. Michael Savoie and James Parrish motioned, and there was a unanimous vote to reduce the membership to 1.

Other Matters/Announcements

Jaidyn shared that the next meeting will be October 16, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:28PM.

Respectfully submitted by Mackenzie Martinez.

Members Present: Alfred Dozier IV, Bala Sankar Kilara, Derek Dotson, Seth Parsons, Jaidyn Watkins, Eichelle Turner, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Stacy Buchanan, Wendy Denman, Mackenzie Martinez, Mike Flores, Molly Orr, Richard Owens, and Kavan Ingram.

Members Not Present: Mercedes Kuykendall missed, but did not have a sub. Fatuma Mwende missed, but did not have a sub. Evan Raney is no longer going to be the rep for CBE; Eichelle Turner has taken his place. Jaden Johnson can no longer serve as the rep for Discovery Park; he did not have a sub, and DP is currently searching for a replacement rep. Dana Mays missed; Pam Jackson was her sub. A representative from Fraternity & Sorority Life has yet to be determined and were not present.

Student Chair, Jaidyn Watkins called the meeting to order at 12:05 PM.

A call was ordered to approve the September 18, 2024 Meeting Minutes. Michael Savoie moved to approve the Minutes and Stacy Buchanan seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

A call was ordered to vote on the approval of Union Room 381 plans after the plans presentation and during the action items of this meeting. Jeff Britain moved to approve the Minutes and Stacy Buchanan seconded the motion. With a show of hands, the approval to vote on proceeding with the Union Room 381 plans during the action items was approved with no abstentions.

Jaidyn then called to move to area reports.

Facilities

Mike Flores began with a presentation on the refresh of Union Room 381. Facilities have been looking at all of the meeting rooms in the Union for opportunities to refresh the room. Currently 381 is a multipurpose space but is unusual due to the long layout of the room and the monitors that are tucked in between the pillars in the room. Initially, Facilities was looking just to replace the carpet, but students have voiced that it would be nice to have an additional dance room. Due to this, student organizations met with Mike and Facilities and agreed this would be a nice space. Mike and Facilities revisited the space and decided that it would work best for 381 to be a meeting room and a dance space. Full-length mirrors would be needed to make 381 a dance space but curtains would be installed to hide the mirrors when not in use. Quotes have already been put together and the work will be completed in phases. The estimated total of the project would be $35,850.

Q&A:

Jeff asked what the plan for the “old” dance room (Union room 227)? Richard said it will remain a dance room but there was just a need for an additional room.

Michael asked about the mirror placement in the room. Mike responded that the room could hold 2 additional tables of 8 with the new placement of the screens and the mirrors.

Michael asked what the room capacity would be for 381. Mike confirmed that it will hold 60-ish people depending on the setup.

Alfred asked if the mirrors will be full length. Mike confirmed that they will be.

There was a concern from some that the pillars would break up the mirrors. Mike said that this was brought up by the student organizations that would utilize the space, and they were ok with that. Putting full length mirrors on the pillars is an option.

There were several who were concerned about sounds and if the student organizations would be using music to dance to, would this disturb other rooms. Room 381 is not a joining room (no rooms on either side), the chat is right below the room and will not be disturbed, and dance rehearsals typically have started at 5pm and will not disturb offices nearby.

A call was ordered to vote on the approval of the renovations of Union Room 381. Michael motioned and Jeff seconded the motion. With a show of hands, the approval to vote on proceeding with the Union Room 381 renovation was approved with no abstentions.

Finance

Kavan Ingram reported that we are 13% through the fiscal year with normal movement in spending.

Kavan also reported on the Union’s student employee scholarship (the ISD of Texas Union Scholarship). There were 13 applicants that submitted in total and 3 were chosen. The selected students were Sai Shyam Ashwin Doddaboiena, Joel Mckey, and Alexa Bukowski. They will each receive $500/semester or $1,000/year for this scholarship.

Programs

Molly Orr shared that the Union Arts Center, Union room 214 is open and shared the new logo design. This space will hold 25 students at a time, they have a closet space to hold supplies and will be holding an open house to get the word out and hand out schedules and calendars. There will be more events in the spring. Additionally, they will be looking into renting this space.

Molly continued sharing about upcoming events. UPC will have a Homecoming concert on Friday, October 25^th.  UPC has a tailgating area for football games and is utilizing the DATCU trailer as another space. At UPC’s tailgating area there will be food, giveaways, a band, and other activities. Boo Bash is set for Wednesday, October 30, 2024. Signups are open for student organizations and the event is open to the public. Additionally, they are doing a call out for Scrappy’s Finals Countdown to put on the website.

Conference & Event Services

Richard Owens shared that they have filled the Event Support Specialist position with Alejandro Barron and they have narrowed down the final 4 candidates for the Assistant Director for AV Services. They will be conducting video interviews with these candidates in the near future.

Executive Director’s Report

Wendy Denman updated the board on the progress of the 4^th floor patio (Bruzzy’s Patio). Construction will be finishing this week, with the ribbon cutting and official re-opening of the patio to be on Friday, October 25^th. Reservations will be open again after this event with the patio to be reserved on its own or in conjunction with the President’s suite (Union room 401). Stacy asked if there was an event in the President’s suit and the patio, will the doors be locked so the events don’t overlap? Wendy and Mike confirmed that each event can be told that there is an adjacent event happening and not to disturb. Mike added that there will be further enhancements to the patio, with the installation of fire pits. There will be someone there at each event to light the fire pits and put them out once the event has concluded.

Wendy also informed the board about the Union 75^th closing event. This celebration will take place on Wednesday, November 20^th, ending with the Celebration of lights that evening. For this event, there will be a lunch provided for staff and former staff, as well as Union tours throughout the day. There will also be comments and nods to the 75^th at the tree lighting event.

Wendy reviewed the new vacancies in the Union. Current open positions include Evening Custodial (5am – 2pm) and Overnight Custodial (1-10am). The Director of Union Administration was approved will be posting the Associate Director of Marketing and Creative Services.

Michael asked if the Director position was in the budget. Wendy confirmed that the Info Desk Manager was budgeted, and the Director position has been vacant, so it is not a new position that was created, it’s just finally getting filled after the reorganization of the job.

Other Matters/Announcements

There were no further action items. Jaidyn shared that the next meeting will be November 13, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:50pm.

Respectfully submitted by Mackenzie Martinez.

Members Present: Alfred Dozier IV, Bala Sankar Kilara, Derek Dotson, Seth Parsons, Jaidyn Watkins, Eichelle Turner, Fatuma Mwende, Turner Grayson, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Dana Mays, Mackenzie Martinez, Mike Flores, Molly Orr, Richard Owens, and Kavan Ingram.

Members Not Present: Seth Parsons missed, but did not have a sub. Stacy Buchanan missed, but did not have a sub. Wendy Denman missed.

Student Chair, Jaidyn Watkins called the meeting to order at 11:56 AM.

A call was ordered to approve the October 16, 2024 Meeting Minutes. James Parrish moved to approve the Minutes and Michael Savoie seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Jaidyn then called to move to area reports.

Facilities

Mike Flores began with an update of the refresh of Union Room 381. With the Board approving the refresh of Union Room 381, work will begin December 2024/January 2025. The scope of the work will include: removing the UNT graphics, removing the dry erase boards, removing the carpet, prepping the floor for maple wood flooring, patching and painting, adding an audio system, relocating the lectern to the South wall, relocating the TVs to the South wall, installing mirrors, and installing curtains. The room will be a multifunctional meeting room from the morning to 5PM, and a dance studio from 5PM to 10PM/Midnight.

Mike followed up with the Board regarding the Bruzzy Patio stating that everything was completed prior to the Bruzzy event and everything had positive feedback.

Mike proposed the idea of having a power bank of charging devices for students to check out. He looked into the MiChargR, that has 48 power banks to rent, with each power bank containing 3 ports. The power bank has a screen that would walk through the rental and how to use the charging device. Richard commented that several staff interacted with the bank at NACAS and there was much interest. The Board had several questions:

Q1 – Michael: How will we know if a power bank is not working?

A1 – Mike: The app will let the company know if a bank is not working.

Q2 – Mercedes: Where would these be located in the Union

A2 – Mike: We will be looking at the business entrances in the Union for placement.

Q3 – Alfred: Will there be consequences for losing a unit?

A3 – Mike: If lost, $35 will be charged to the account in the app

Q4 – Bala: Can a person take 2 units at a time?

A4 – Mike: Yes, you can take multiple units at a time.

Q5 – Derek: How long can someone have a unit checked out?

A5 – Mike: The contract will have the exact amount, but it is believed that there is a cap dollar amount that a person would be charged per charger per day.

Q6 – Alfred: Will students know the stipulations?

A6 – Mike: The display will have tutorials that can be watched prior to checking out a unit.

Q7 – Jaidyn: Can we supplement with more plugs throughout the union instead?

QA – Mike: There is talk of replacing and/or adding furniture in the union that has power.

Mike also informed the board about another potential new project, a Max Shade on the South Lawn. Union Maintenance and Operations were looking at how to maximize this space by covering the current open space with the Max Shade fabric. Mike met with the company that did the Alumni Pavillion to ask questions and gather initial details. Key items that he took away were the central area of the space would be covered, there will need to be 18 poles to cover the area, the fabric is durable and made from industrial sails material. In addition, the paver bricks would not be covered by the fabric. Molly with Union Programs added that the trees would be removed during installation but will be replanted. The Board had several questions regarding this project:

Q1 – Jaidyn: How much of a nuisance will the poles be?

A1 – Mike: We need the allotted amount of poles that was suggested (18), but they can be used for sound speakers, electric heaters, lights, etc. for the future. When the poles are installed, the company will make them compatible with the accessories we’d like to add in the future.

Q2 – James: Will foot traffic be lost with this addition?

A2 – Molly: Some will be lost but the idea is not just for programing, rather, it is a space to gather when events are not taking place and could be rented by other groups.

Q3 – Michael: Could we plant flowers and a landscape in the space instead of a full concrete slab?

A3 – Mike: We are a CEED campus and sustainability will be reviewed for this area.

Q4 – Derek: What color will the sails be?

A4 – Mike: They will be green – the company has a color that is very close to the UNT green.

Q5 – Eichelle: How will the sails do in extreme weather?

A5 – Mike: They are guaranteed 10 years without visible wear and tear. – They also will shield the covered area from the heat.

Q6 – Mercedes: How will reservations work?

A6 – Richard: This space would be added to the special events rental options and treated similarly to the current rental spaces.

Mike asked the Board if they would be interested in looking further into this project. The majority raised their hands in favor.

Finance

Kavan Ingram reported that we are 20% through the fiscal year with normal movement in spending. Kavan also reported that the Mandatory Fees bumped up due to spring semester tuition. Michael asked Kavan to breakdown what elements make up the “Other Op” line item.  Kavan confirmed that it is insurance premiums, conference and event food, and parking.

Conference & Event Services

Richard reported that there has been an increase in reservations currently compared to the same time last year. Currently there are 3,742 reservations compared to 3,297 reservations in 2023. Thursday (tomorrow), the Board of Regents will meet in the Union. CES is in the process of hiring an Assistant Director of AV Services. Some finalists have backed out while others will be moving forward in the interview process.

Programs

Molly reported that the Union Arts Center is having its open house now. They are looking at what the lead spring events will be and looking for a way to push advertising.

A few past events were noted: Homecoming had some new elements that were on display. The Union has a new video screen and was able to live stream some of the Homecoming events. Bruzzy’s Patio event was a well received event and are looking to have more events outside now that the patio is open. Additionally, the Union 75^th Celebration and Celebration of Lights were both successful events last month.

Scrappy’s Finals Countdown is coming up and the events are now listed on the website. The Union will host Destress Fest and Fuel up for Finals (breakfast for dinner).

Executive Director’s Report

Wendy Deman was not at this meeting so this portion of the agenda was skipped.

Other Matters/Announcements

There were no further action items. Jaidyn shared that the next meeting will be January 15, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:59pm.

Respectfully submitted by Mackenzie Martinez.

Members Present: Alyssa Rudolph, Bala Sankar Kilara, Derek Dotson, Ny’el Harris, Jaidyn Watkins, Eichelle Turner, Fatuma Mwende, Turner Grayson, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Megan Wheeler, Dana Mays, Wendy Denman, Mackenzie Martinez, Mike Flores, Molly Orr, Richard Owens, and Kavan Ingram.

Members Not Present: The SGA representative, Alfred Dozier IV and The Talons representative, Seth Parsons can no longer serve during the Spring semester. The Fraternity and Sorority Life Representative is still open.

Student Chair, Jaidyn Watkins called the meeting to order at 11:50 AM.

Wendy informed the Board that Molly Orr is now the Director of Union Administration. Among other duties, she will be responsible for personnel, contracts, administration, etc. We are seeking to fill her previous position as the Director of Union Programing and Arts.

Jaidyn welcomed the new members who have taken the place of previous members. Alyssa Rudolph has taken Alfred Dozier IV’s place as the Student Government Association representative. Ny’el Harris has taken Mercedes Kuykendall’s place as the Housing representative, Grayson Turner has taken Jaden Hohnson’s place as the Discovery Park representative, and Megan Wheeler has taken Stacy Buchanan’s place as the President’s Office representative.

Since Mercedes was the Vice Chair of the board and she will no longer be serving as a representative, a call was ordered to add to the action items a vote for a new Vice Chair. Bala moved, and James seconded the motion.

A call was ordered to approve the November 13, 2024 Meeting Minutes. Michael moved to approve the Minutes and James seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Jaidyn then called to move to area reports.

Facilities

Mike Flores began with an update of the refresh of Union Room 381. The contractors worked through the winter break. The maple floors have been installed, the mirrors are next, and then the curtains. The contract for AV installation has not been scheduled, but they are typically the last installation in a room.

Mike continued with an update on the refresh of Union Room 386. The conference table has been removed and the carpet has been replaced, with an emerald green carpet, and the walls have been patched and painted. A new conference table has been ordered and it will be bigger than the previous one to increase seating capacity. Mike added that the emerald green carpet will continue to be installed to throughout the Union with upcoming projects.

It was asked to share the results of the sit test. Mike confirmed that Wendy would elaborate on the results during her Executive Directors Report.

Mike continued with updates regarding the Union Starbucks renovation. Phase I was completed over the winter break. While Phase I was in the works, Mike made sure the drains were looked at due to consistently leaking into Barnes & Noble. The drains were replaced during this phase. Now, Phase II is in the works and then he will be waiting for the inspectors to notify him that Starbucks can be reopened. 

Next, Mike updated the Board regarding the boiler replacements. To recap, one of the Raypak boilers was ordered and installed as a trial. The trial was sustainable so we proceeded to order three more to replace the remaining boilers. The remaining three boilers were installed over the winter break with 80% of the work still needing to be done. The managing software is the last piece of the installation.

Mike asked for any question.

Michael asked: Has been a decision about the replacement for the old Chick-fil-A space on the 2^nd floor?

Mike said that it is a Wendy question and passed it on to Wendy. Wendy said that Panda Express had been considered but the Union was not able to work out a contract that was financially applicable. In addition, a deal was not reached regarding the training. Currently Dining is working on an in-house option. There will be more sessions for more food options in the future as more dining contracts will come due this year.

Finance

Kavan Ingram reported that we are 37% through the fiscal year with normal movement in spending although November and December were slower months. Kavan reported that $33.50 of the vending earnings from the Syndicate bathroom toiletry products was deposited incorrectly, but he is doing a journal to correct this.

Programs

Molly reported that the Union Arts Center has an updated calendar available now. They will continue to provide the calendar for 2 months at a time and will be updating the website with the calendar as well. In addition, the UPC spring calendar is printed and available now. UPC will be recruiting more members during the spring with applications out now. The due date for the applications will be January 24, 2025. Jazz in the Syndicate will return on January 28, 2025, with shows during the noon lunch hour on Thursdays and Fridays. 

Conference & Event Services

Richard reported that summer camps are starting to be scheduled. Last year there were 78 summer camps booked and this year is looking to be the same. Richard and the interview committee are ready to give an offer to their choice for the AV Director. Richard hopes to have an update of who this is by next meeting. Union Rooms 381/385/386 will continue to have temporary AV while they are waiting for the projects to be completed and the actual AV equipment to arrive for installation.

Megan asked: Will the temporary AV equipment be available to be rented once the permanent AV is installed.

Richard confirmed yes.

Eichelle asked: Will 381 be open for student organizations to reserve?

Richard confirmed yes.

Alyssa asked: Are spaces open for anyone to come?

Richard said that you have to make a reservation due to liability reasons and to prevent groups from overlapping in the space.

Executive Director’s Report

Wendy recapped the results of the Union Sit Test. (The sit test was an effort to ask students what furniture and what furniture features they would like on the 3^rd floor of the Union to replace the current furniture.) A total of 640 students participated in the survey. The most notable features that the students requested were comfort, chairs with arms rather than without arms, and chairs with power outlets. There were mixed reviews for private seating verses group seating. Wendy and Mike have taken this information and will narrow down the specific furniture pieces and start getting quotes from vendors and will have an update at the next UBD meeting.

Next Wendy gave an update on the Union’s digital signage. The digital signage is at the end of the current contract. The Union received digital signs at a great rate several years back but the price has increased drastically since. We will be moving forward with Reach to have more dynamic players. The screens will be touch screen and interactive (A survey was conducted in the Spring of 2024, and the students liked these features). Reach has been working on a template that matches our needs. The interactive signs will have features such as a directory, a Union event list, a campus event list, maps, and various other helpful information. The screens that will be replaced are on the 1^st floor by CFA, the 2^nd and 3rd floor by the Info Desk, and the 4^th floor by the elevator. There will also be a vinyl on the wall by the digital signs to indicate that they are touch screens and interactive.

Alyssa asked: Is there a way to track the interactions and how often a screen is utilized?

Wendy said she would find out

Michael asked: Has it been priced out for in-house software verses contracted software?

Wendy said that it is interchangeable but Reach is more dynamic than what we can facilitate in-house.

Action Items

Since Mercedes is no longer able to serve on the board and was the board’s Vice Chair, a call was ordered to add to the action items a vote for a new Vice Chair. Derek Dotson nominated himself as the new vice chair of the board. Derek was asked to step out of the room for a vote. The vote was unanimously approved.

Since Derek was the board’s Student Representative but is now the Vice Chair, a call was ordered to add another action item of voting for a new board Student Representative. Michael moved, and this action item was unanimously voted into favor. Alyssa Rudolph nominated herself as the new Student Representative of the board. Alyssa was asked to step out of the room for a vote. The vote was unanimously approved.

Other Matters/Announcements

There were no further action items. Jaidyn shared that the next meeting will be February 19, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:35pm.

Respectfully submitted by Mackenzie Martinez.

 

Members Present: Alyssa Rudolph, Bala Sankar Kilara, Cade Turner, Jaidyn Watkins, Eichelle Turner, Fatuma Mwende, Turner Grayson, James Parrish, Jeffrey Britain, Michael Savoie, Taylor Mireles, Bri Lemaster, Dana Mays, Wendy Denman, Mackenzie Martinez, Mike Flores, Molly Orr, Richard Owens, and Kavan Ingram.

Members Not Present: Derek Dotson (out at a conference, no sub), Ny’le Harris (no sub)

Student Chair, Jaidyn Watkins called the meeting to order at 11:51 AM.

Jaidyn welcomed the new members who have taken the place of previous members. Bri Lemaster has taken Megan Wheeler’s spot as the President’s Office representative for the remainder of the year. Cade Turner has taken Seth Parson’s spot as the representative for the Talons.

A call was ordered to approve the January 15, 2025 Meeting Minutes. Michael moved to approve the Minutes and James seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Jaidyn then called to move to area reports.

Facilities

Mike Flores began with an overview of the Hours of Operation for March, highlighting that the Union, Dining, and other divisions housed in the Union are prepping for Spring Break.

Mike also noted that daylight savings time is approaching and to be aware.

Finance

Kavan Ingram reported that we are 43% through the fiscal year with normal movement and are being diligent with our spending as we head into summer.

Programs

Molly reported on the upcoming events that will take place in the Union. Union Fest will be on Tuesday, March 4^th. The schedule of events for Union Fest is now live on the website. Activities will run from 7:45am – midnight. Campus partners will be hosting various events. Molly showed the Board the t-shirt design and the additional giveaways related to Union Fes.

Molly reported that the Union Arts Center has had 1,900 card swipes since its opening!

There will be a juried show on Monday, March 10^th with the awards on Friday, March 21^st.

UPC recently returned from attending the NACA Conference. All of the students that attended presented!

Administration

There are a few job openings in UCE including a handful of custodial positions, Molly’s previous position (Director of Programing & Arts), Media Tech Manager, Director of the Coliseum and Gateway, and the Evening Supervisor at the Coliseum and Gateway.

Conference & Events Services

Kyle Wood was promoted from a Media Tech Manager to the Assistant Director of AV Services. Now his previous position is vacant and is looking to be filled.

There have been 1,141 reservations made this year so far with 455 reservations from student organizations, 615 reservations from departments, and 71 reservations made by the community. This is up by 50ish from this time last year and is continually trending upward.

Jeff asked: Do we ever advertise to the community to reserve rooms?

Richard answered: We focus more on student organizations and departments within UNT before the community. We want to prioritize these groups first, but we are researching opportunities to get additional business from the community.

Executive Director’s Report

Wendy is currently working on a handful of projects so there will be items at the next meeting that the Board will need to vote on.

It’s budge time and the Union Directors are working with their areas to plan and project budgets for the next fiscal year and the next 5 years.

Next month is staff appreciation month and April is student appreciation month.

Action Items

There will not be a representative from the Center for Fraternity and Sorority Life for the remainder of this fiscal year. Wendy will be meeting with this group to discuss their participation for the FY26 fiscal year but for now, there will be a vote to dissolve this position. Michael moved, and Taylor seconded. The vote was unanimous to dissolve the Center for Fraternity and Sorority Life representative from the Union Board of Directors.

Other Matters/Announcements

There were no further action items. Jaidyn shared that the next meeting will be April 16, at 11:30 am in Union Board Room, 401.

No further announcements or comments were presented.

The meeting adjourned at 12:12pm.

Respectfully submitted by Mackenzie Martinez.

Members Present: Alyssa Rudolph, Bala Sankar Kilara, Derek Dotson, Ny’le Harris, Cade Turner, Jaidyn Watkins, Fatuma Mwende, Turner Grayson, Jeffrey Britain, Michael Savoie, Dana Mays, Wendy Denman, Mackenzie Martinez, Mike Flores, Molly Orr, Richard Owens, and Kavan Ingram.

Members Not Present: Bri Lemaster (no sub), James Parrish (no sub)

Subs for Members: Desiree Padron sub for Taylor Mireles

Student Chair, Jaidyn Watkins called the meeting to order at 11:51 AM.

A call was ordered to approve the February 19^th Meeting Minutes. Michael moved to approve the Minutes and Bala seconded the motion. With a show of hands, the Minutes were approved with no abstentions.

Jaidyn then called to move to area reports.

Facilities

Mike began with an update on the Union Circle project. The overall purpose of the project is to change the orientation of the flow so traffic coming into Union Circle will enter from the Northeast side. Additionally, this will allow the buses to drop off students and pedestrians on the side of the Union so they won’t have to cross the street. Mike provided a map of the specs in his presentation.

During this construction, commercial traffic and pedestrian walking paths are being redirected. There will be a walking path between Matthews and Whooten for pedestrians, and there will be a path between those buildings for commercial vehicles as well. Traffic will enter and exit from Highland to enter this pathway. For the time being, buses will also drop off at Highland.

Please see Mike’s presentation for the breakdown of where deliveries will be dropped off and housed during the project.

Jaidyn commented that streets are worked on without our knowledge, how can we keep up with all the changes. Mike confirmed that the schedule of road work and construction are on the UNT Facilities website as well as on the city’s website.

Cade asked if there will be shade where the temporary bus stops are. Mike said they are looking into that.

Wendy commented that the Union will have the project information displayed on screens throughout the Union and will have our Union website updated with the go-to links regarding the project.

Mike then updated the Board on the furniture sit test that was conducted to gather information about what students would prefer for the replacement furniture on level 3 of the Union. Mike and the decision makers have already met with reps from the vendors that had the highest student preferences. The preferences of the students included electrical outlets near or in the furniture, ottomans that have solid tops for placing food, drinks, and laptops on them, rocking chairs, and privacy panels. There were no follow-up questions.

Finance

Kavan Ingram reported that we are 62% through the fiscal year with normal movement and are being diligent with our spending as we head into summer. We will be getting additional revenue as camps and conferences come in for the summer.

Kavan wanted to explain that the Trans T/F Other Funds line is a revenue line item that acts as a back and forth between the UNT system budget and ours for transfers.

Programs

Molly reported that UPC is wrapping up their events for the Spring semester and they will be announcing next year’s executive team.

The remaining events include Art Mart, which took place last week, and the upcoming Distress Fest.

Administration

Student employee appreciation events are coming up before the students leave for the summer including an appreciation banquet, breakfast, and a game night.

With the success of the Lost & Found sale, the earnings will be funds for a student scholarship.

Positions we have open include an AV Tech, a custodian, and the Director of Union Programing and Arts. We will update the Board once these positions are filled.

Conference & Events Services

On 4/7 CES opened their reservations for special event spaces. There were double the number of reservations compared to last year, over 210 in 2 days. There was also an increase in student orgs that reserved space during this time as well.

There are 78 camps currently scheduled, and some departmental camps still need to book. The timeframe for camps has been reduced so the dorms can get deep cleaned before the students return.

Executive Director’s Report

With the events surrounding the Art Gallery, Wendy and team are going to be taking a closer look at state laws and other policies to update our policies here at UNT. To give insight into the Art Gallery, there was a “controversial” art piece that could be seen from the hallways of the Union. Divider walls were put up so that the art couldn’t be viewed from the hallways. This is to give people a choice if they want to view the art or not. The concern with the walls is that the space doesn’t look inviting, so the task moving forward is how to make it welcoming but also respect policies. This is a goal that is hoped to be achieved by the Fall.

Action Items

Last month, it was discussed that there will not be a representative from the Center for Fraternity and Sorority Life for the remainder of this fiscal year. Wendy met with this group to discuss their participation for the FY26 fiscal year and found out they are undergoing a transition period. Last meeting a vote was made to dissolve this position (Michael moved, and Taylor seconded) and the vote was unanimous to dissolve the Center for Fraternity and Sorority Life representative from the Union Board of Directors. Wendy asked that we reopen this discussion since they are undergoing a transition period. There was a motion made to open the discussion and keep the Center for Fraternity and Sorority Life spot open. Michael motioned and Alyssa seconded.

With the review of the UBD Bylaws and Constitution, all revisions were accepted. Michael motioned, Bala seconded, and the vote was unanimous to approve the changes. The only exception was for keeping the 2 representative positions open for the Center for Belonging and Engagement. Through discussions, it was suggested that CBE keep 1 rep and then the other rep can go to a different group. OTP (Orientation and Transition Programs) was suggested, but with their department setup, the rep would be a staff member rather than a student, and it is the intention to keep UBD a majority of student reps. First Gen Center was brought up next, but the same is true of their department. Next was GSC (Graduate Student Council) and this was agreed upon to vote on. Bala made a motion to remove 1 seat/rep from CBE and replace it with 1 seat/rep from GSC. Grayson seconded, and the vote was a unanimous yes.

Next, was to vote on the Union 3^rd floor furniture replacement, and for the project not to exceed $300K. Alyssa moved, Bala seconded, and the vote was a unanimous yes.

Other Matters/Announcements

There were no further action items. Jaidyn shared that the next meeting will be in the fall of 2025.

No further announcements or comments were presented.

The meeting adjourned at 12:55 p.m.

Respectfully submitted by Mackenzie Martinez.

Call to Order (Executive Director)

Welcome (Executive Director)

• New members

• Guests: Sam Dean, Design Works; Kavan Ingram, Union Business Office

• Explanation on meeting procedures, contents of packet

• Election of Chair and Vice Chair

• Election of one (1) Executive Committee member Minutes

• Approval of April 12, 2023 Meeting Minutes

Area Representative Reports

• Facilities
  • Completed Projects

• Finance
  • Budget Overview

• Union Scholarship

• Programs
  • New Office: Union 221

• New Union Arts/Fine Arts Series Coordinator: Stephanie Spyker

• UPC Fall Calendar – Now Available

• Jazz at the Syndicate starts Tuesday, September 5

• First Flight Week Kickoff  - new initiative recap

• Fall UPC Membership Update

• Conference & Event Services
  • House Guidelines Revisions

• Policy – Room Reservation Process & Priorities

Executive Director's Report

• Meetings for FY2023-2024
• Summer review

Action Items

• Ad hoc Scholarship Review Committee
• House Guidelines
• Proposed Meeting Dates
  • 3^rd Wednesday of each month; Sept 20, Oct 18, Nov 15, Jan 17, Feb 21, Mar 20, and April 17. No meeting in December due to Winter Break

Other Matters/Announcements

• Next Meeting – pending approval of meeting dates above: September 20, 2023 at 11:30 a.m. in the Union Boardroom #401
• Adjournment

Members Present: Thanuja Beeram, Stephan Aroh (sub for Dorcas Bisisi), Shelby Kennedy, David Munoz-Sarabia, Em Sessom, Isaac Hernandez, Jeffrey Britain, Michael Savoie, Skylar Redlin, Stacy Buchanan, Brittany Landau, Wendy Denman, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: Bella Armenta, Rebekah Gormley, Areeba Hassan, Jeremiah Witty, James Parrish. A representative from Housing is still to be determined and was not present. Pam McDonald no longer works for the University and was not present.

Union Board of Director Executive Committee member David Munoz-Sarabia called the meeting to order at 11:51am.

David welcomed everyone and introduced two new members, Isaac Hernandez and Jeremiah Witty.

The Minutes from the August 30, 2023 meeting were presented for approval. David asked if there were any questions. Stacy Buchana moved to approve, Jeffrey Britain seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores provided an update on current projects in the Union. Two major projects, the Chick-fil-A project and DATCU project, are awaiting general contractors to be assigned so no movement is happening currently. The North Union Roof repair is still on target to be scheduled for December 2023-January 2024 as a large crane will be needed and this will be safer to do during the holiday break.

Mike also shared updates in regard to software end-of-life on two critical components - Union Building Automation Software and the Union Surveillance Software and Cameras. Mike began by discussing the Building Automation System and transitioning from our current system Continuum to EcoStruxture. The new system, EcoStruxture, allows for staff to remotely make any adjustments for the building versus needing to be onsite. This would allow staff to adjust heating/air conditioning and door automation. Currently, staff can only do this from their desktop computer in the Union which causes challenges when outside of standard business hours. Mike continued by sharing that EcoStruxture also provides analytics such as peak service times and how much energy consumption. Entech proposal was for $87,118.00. Mike noted a meeting with other campus partners about several facilities transitioning from Continuum to EcoStruxture was had recently. Michael Savoie asked if there was a service agreement. Mike responded that there would be a campus agreement.

Mike then discussed the Union Surveillance Software and transitioning from Pelco Surveillance Software to Genetec VMS Surveillance System. Mike began by discussing the importance of our surveillance system and its critical role for the Union and UNT Police. The current system, Pelco, is being discontinued. The new option, Genetec VMS, is a software that is currently being used at the Texas Rangers Stadium. Genetec can be incorporated with equipment and card swipe. The proposed system allows for 260TB which doubles current storage. This allows for 30 days of storage versus our current 2 weeks. The cost would be $295,245.00. The new system also has the additional feature of motion detection. Michael asked about ongoing maintenance and Mike responded that he would be looking into an annual service agreement. Wendy Denman added that the software would most likely come with an initial service package and we would look to extend.

Mike continued by discussing the increase in enrollment this fall which is translating to increased traffic in the Union. He is expecting the traffic on level 1 to increase when the new Chick-fil-a opens. The Union will be adding a custodian from 10am-7pm to ensure we have a custodian that can focus on level 1 including the Chick-fil-a seating and the new individual restrooms. Michael asked if Chick-fil-a leased space so therefore would reimburse for this expense. Wendy clarified that UNT Dining does a cost share with the Union and that was increased this year to cover this expansion.

Finance

Kavan Ingram reviewed the current Fiscal Year (FY) 2024 budget and that we are 5% into the FY. He asked if there were any questions on the budget that was provided to each member.

Kavan then gave an update on the Union Scholarship. He noted that he sent fliers to eligible student employees who met the qualifications. The deadline is September 25, and he has already received some completed applications. He will be compiling all the applications and sending them to the Ad Hoc Committee for a blind read of the applicants. He will be emailing the Ad Hoc Committee to see what would be the appropriate amount of time to review the applications.

Programs

Molly Orr began by mentioning some upcoming events including Oktoberfest on Thursday, September 28, and that UPC would be showing a movie during Family Weekend on Friday, September 29. She noted that events have been going really well.

She continued by sharing that UPC finalized their membership recruitment and have 59 new members joining their membership which brings them to 110 members. She shared that UPC had their retreat this past Saturday, September 16 where they did training for the membership as well as team building.

Molly also shared that UPC is continuing their long-standing partnership with Athletics to support tailgates. UPC is providing the bands that perform during the Saturday tailgates on the hill.

Molly also brought the 119^th Season Mary Jo & V. Lane Rawlins Fine Arts Series brochure for each member. She mentioned that while not funded by the Union, it is supported by our staff. Two events happened in September and the next event is ALOK on November 2, 2023.

Isaac Hernandez asked about Oktoberfest and received a question from a Red Bull representative to pass out Red Bull products at the event. Molly shared that unfortunately since we are Coca-Cola campus, Red Bull cannot pass out products during the event.

David Munoz-Sarabia shared some positive remarks about the Fine Arts Series and that he attended the first event with Allison Ponthier. David encouraged everybody to attend, especially students since it is free for them.

Conference & Event Services

Richard Owens began by asking if there were any questions on the House Guidelines. David clarified for new members about the previous conversation that took place at the August 30 Union Board of Directors Meeting regarding the House Guidelines. Michael suggested in the future utilize the red line tracking on the document for changes. There were no other questions regarding the House Guidelines.

Richard continued with discussing the new policy regarding the room reservation process and priorities as there was no time in the previous meeting to discuss. The Union meeting rooms are being booked at a higher rate and need a better process in place for how we open spaces to groups. This proposed process has been reviewed by upper administration and they are in support. Richard shared that in 2022-2023 there were 4,759 department reservations, 3,262 student organization reservations, and 287 community reservations. For special event spaces, there were 711 department reservations and 181 student organization reservations. He noted that because departments can currently book special event spaces earlier than student organizations, it accounts for this significant difference in usage. Michael asked if we have any data on the number of requests versus how many we can’t accommodate. Richard responded that he would be able to pull some data but not this exact scenario.

The proposed reservation priority system breaks events into different categories. The top tier would be called University Foundational Events which are events that have a campus-wide impact, are historical/traditional to the university, and have been recognized as instrumental to the university growth and success by campus senior leadership such as Homecoming and Orientation. The next tier would be called Special Events which are events that require at least two sections of the ballroom or multiple spaces outside. For Special Events, the reservation window would open in April 2024 to reserve through May 2025. Semesterly requests include meetings and the window to reserve would start in July for reservations through December, and then the reservation window would open in November for spring reservations. David asked a clarification question about student organization not doing the registration process until July so they wouldn’t be able to book Special Events earlier. Richard noted that Student Activities are part of this conversation and process. David also asked if the two-event limit for special events is still in place for student organizations. Richard confirmed it is still in place. Brittany Landau asked if the Union considered any budget implications since student organizations do not pay for space and department reservations could decrease. Richard responded that student fees go to spaces but that we may see a decrease. Wendy also noted that we will continue to monitor and ask for fee increases.

Executive Director

Wendy Denman mentioned that the Union is currently looking at capital planning and revisiting our five-year plan. The Union is looking to partner with UNT Facilities. With increased traffic and aging facility, the Union is seeing more significant wear and tear. Union is also looking at our deferred maintenance plan.

The Union also has a few vacancies right now. Four new staff members will be starting on October 2. Pam McDonald’s last day was Friday, September 15 so that is one of the new staff members starting. New staff members’ names will be included at the next meeting.

Action Items

David asked for discussion on the House Guidelines. Michael motioned to approve. Em Sessom seconded. A vote was taken by show of hands and was unanimously approved.

David then asked for discussion on the policy for room reservations. Michael motioned to approve. Thanuja Beeram seconded. Vote was taken by show of hands and was unanimously approved.

Other Matters/Announcements

David shared the next meeting will be October 18, 2023 at 11:30am in the Union Foundation Room 401.

Mike Flores shared that there will be construction by the City of Denton at the northwest side of the Union by the Eagle Statue. The City of Denton will be running meters/vault under the sidewalk.

David shared as the representative of the Pride Alliance that due to Senate Bill 17, the Pride Alliance has moved under the Division of Student Affairs. He noted that they are waiting for the next steps from the Office of General Counsel. Both the Pride Alliance and Multicultural Center are reporting to Dr. Melissa McGuire.

The meeting was adjourned by David at 12:34PM.

Respectfully submitted by Molly Orr.

Members Present: Bella Armenta, Dorcas Bisisi, Fatuma Mwende, Areeba Hassan, Shelby Kennedy, Em Sessom, James Parrish, Jeffrey Britain, Michael Savoie, Stacy Buchanan, Brittany Landau, Wendy Denman, Mackenzie Martinez, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: Thanuja Berram, David Munoz-Sarabia, Isaac Hernandez, Jeremiah Witty. A representative from Housing is still to be determined and was not present. Skylar Redlin no longer works for the University and a representative from the Division of Student Affairs was not present.

Union Board of Director Student Government Association VP Bella Armenta called the meeting to order at 11:47 a.m.

Bella welcomed everyone and introduced two new members, Mackenzie Martinez and Fatuma Mwende.

The Minutes from the September 20, 2023 meeting were presented for approval. Bella asked if there were any questions. Michael Savoie moved to approve, James Parrish seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores provided an update on the Union Hours of Operation for November. There will be reduced hours the week of fall break (November 20, 2023 – November 25, 2023). Michael Savoie stated that he works with student committees and the students have expressed concern over the food and dining hours during the fall break. Mike reassured him that while there will be reduced hours, the retail dining options in the Union will stay open until 2 or 3 p.m. each day. Wendy Denman noted to everyone that dining has updated their hours on their website. Jeffrey Britain asked if the Union breaks even the week of fall break. Mike reassured him that there are still many students who stay on campus to eat and hang out in the Union during the week of fall break so the Union will still be highly utilized.

Finance

Kavan Ingram reviewed the current Fiscal Year (FY) 2024 budget and that we are on par for FY23. He asked if there were any questions on the budget that was provided to each member. Jeffrey asked to clarify the balance of $20 for the Vending-Non-Food category. Wendy stated that these are funds from the female restroom feminine products.

Kavan then gave an update on the Union Scholarship. There were 16 total applicants, double the amount from last year, and 3 students received $1,000 scholarships each. The students who received the scholarship are Macy McClish with Design Works, Derek Dotson with UPC, and Aditya Lingangari with Operations. Again, each student will receive $1,000 total, with $500 to be received in the fall semester and $500 to be received in the spring semester.

Programs

Molly Orr began by mentioning some upcoming events including Homecoming, where balloons and general décor will be going up at the end of this week. Friday evening of October 27^th.  There will be a concert at the Library Mall featuring Leanna Firestone.

Another upcoming event is Boo Bash on Monday, October 30^th. There are 30 student organizations signed up to help and the event is open to the public.

The Fine Arts Series will feature ALOK on 11/2 and will include a poetry performance and book signing. Season of Lights will take place on 11/14 with the lighting of the holiday tree and the orb trees.

Molly noted that in 2024, the Union will be celebrating it’s 75^th year and the celebrations will kick off with Union Fest in March 2024.  

Conference & Event Services

Richard Owens began by stating the reservation stats between the years 2022-2023 and 2023-2024. From 2022-2023, there were 1,762 reservations and 45,000 participants. From 2023-2024 there have been 1,428 reservations and 37,000 participants.

Richard continued by stating their big upcoming events include various career fairs, mental health events, and Homecoming.

Executive Director

Wendy Denman presented the Union fee increase. Please see Wendy’s PowerPoint presentation at the end of this report for the intricate details. In summary, UNT students are currently paying $167/student/semester in Union Fees. There has been no increase in Union Fees since 2015, when these fees were established. A fee increase went to the board in 2020 and was approved but due to COVID, the increase did not happen. An increase went to the board again in 2022, was approved but the President decided not to increase the fee.

Wendy also touched on the Union reservation increase happening on January 1, 2024. The Union is currently maxing out on space and to keep with the mission of offering space as a priority for students, the reservation fee will be increasing. Currently, 75% of revenue comes from the Union fee and 25% comes from rental revenue generation.

The increase in rentals will be generated to cover the growing costs of capital projects that have exceeded the annual operations budget. The money that is intended to be put into savings is being used for big projects. Capital project purchases range from $1M – $1.8M, so the Union may have to dip into its reserves.

Other items of concern are the rise in inflation, insurance premiums (up 125%), and the need to increase staff salaries and wages. Additionally, in the future, the Union staff will be supporting the custodial duties for the Multicultural Center.

The proposal is to increase the Union Fee to $1/student/semester ($167 to $168) effective the fall semester of 2025. The vote for increasing the fee will be brought to this current board to be voted on at the next meeting on November 15, 2023 where there will need to be a 2/3 majority vote for the increase to pass.

There were no Chair/Vice Chari reports or Action Items that were presented at this meeting.

Bella asked the board if there were any other announcements or other matters that needed to be mentioned. Dorcas Bisisi reminded everyone that SGA will be having a free market tomorrow October 19^th.

The meeting was adjourned by Bella at 12:16 p.m.

Respectfully submitted by Mackenzie Martinez.

Members Present: Bella Armenta, Thanuja Beeram, Dorcas Bisisi, Fatuma Mwende, Shelby Kennedy, David Munoz-Sarabia, Em Sessom, Isaac Hernandez, James Parrish, Jeffrey Britain, Michael Savoie, Stacy Buchanan, Brittany Landau, Wendy Denman, Mackenzie Martinez, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: Areeba Hassan, Discovery Park Representative – Absent due to assisting with DP event. Jeremiah Witty, Multicultural Center Representative - Absent. A representative from Housing is still to be determined and was not present. Skylar Redlin no longer works for the University and a representative from the Division of Student Affairs was not present.

Union Board of Director Student Government Association VP Bella Armenta called the meeting to order at 11:50 a.m.

Bella welcomed everyone and introduced Isaac Hernandez, the Greek Council Student Representative.

The Minutes from the October 18, 2023, meeting were presented for approval. Bella asked if there were any questions. Michael Savoie moved to approve, Jeffrey Britain seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores provided an update on the Union Hours of Operation for December. Made us aware that even though the Union might not be open to the public. Facilities is working on the schedule for when they are working when the Union will be closed to the public.

Eagle Post will have smart lockers installed on November 28^th. Mike shared a presentation showing the locker locations. There will be 16 towers with 218 locker doors, once installed.

Mike provided an update on the schedule of the roof repair. The solar panels and antennas will be removed prior to the roof work. An example of the wear on the shingles was shown to the Board. The repairs will be in phases: Phase 1 – removal of the solar panels and antennas, Phase 2 – crane will arrive and get set up, Phase 3 – removal of shingles, Phase 4 – installation of new materials. The work will begin in November and into December. Michael Savoie asked if there is a weather contingency plan. Mike Flores said if there is weather that would impact the project the team would hold repairs for a day and adjust the work dependent on the weather. Brittany Landau inquired about the impact to sidewalks near the crane and construction. Mike commented that the campus police will be around for security and safety.

Mike gave an update on the DATCU branch. DATCU decided that they do not want the residual furniture that was left by Wells Fargo. 95% of the construction documents have been completed. Once completed, they can proceed with the construction timeline. Cameras will be installed at the front and back of the space. DATCU is working with UNT to make sure the cameras are in compliance with both parties.

Mike gave a presentation on the status of the ongoing CFA construction. It has been decided that Dorma type doors will be installed for the entrance to CFA. There will be restrooms inside of the new CFA location. When CFA is closed, there are restrooms available near B&N so that area wouldn’t be without restrooms. There will be 80-84 seats in this new location. With that, there is a concern for trash can availability and capacity due to the expanse of the space. Bella Armenta asked with the expansion of CFA, will we get the full menu. Mike said that is an ongoing discussion. Michael Savoie inquired about the timeline for opening. Mike confirmed that they are shooting for Spring 2024, and without any hiccups, March 2024. David Munoz-Sarabia asked who will go in the old CFA Space. Wendy Denman commented that this is already in the works. Faculty, students, and staff have already participated in presentations and tastings for Panda Express, Halal Café and Qdoba. It’s to be determined which option will end up in the old CFA location.

Finance

Kavan Ingram gave an update on the budget. We are 21% into the fiscal year with 26% in expenses, which is down 2% from last year at this time. The spring tuition funds came in which has caused mandatory fee revenue to increase. There is a negative balance in Transfer Expenses due to the Controllers Office adjusting for an income adjustment. Michael Savoie requested that the % of budgeted actuals be added to the report for each line item. The Financials were sent out via email before EOD with this added %.

Programs/Discovery Park

Molly Orr updated the group on the past and upcoming events. November 14^th was the tree lighting. There was a great crowd with an estimation of attendance to be 500+. There is a tree in Union circle and the south lawn. There is one more tree to put up.

Scrappy’s Finals Countdown will be on December 6^th. The event will promote student success, as well as good studying and healthy habits. There will be instruction sessions for students, stress relief activities, and a late-night breakfast on December 6^th. A full schedule of sessions and activities will be going out this week.

Stacy Buchanan brought up that the President’s holiday party is scheduled on December 6^th and asked if the Finals Countdown events going on in the Union that same day will interfere, how many students are expected to be in the union, etc. Molly confirmed that there would be no major events going on that afternoon that would interfere with or cause heavy traffic in the Union.

Bella Armenta asked why the date of this event got moved up. Molly said that the move had to do with the hope of gaining greater attendance and participation numbers.  

Conference & Event Services

Richard Owens gave an update on the new reservation process. Clients have been notified of the changes and a committee has been created to review events that are considered foundational. This committee is the Foundational Events Committee and comprises of Richard Owens, Katie Marion, the student body president Dorcas Bisisi, a President’s rep, and a former UPC president/UNT alumni.

Bella Armenta asked why there was only one student rep. Richard said that this is just a novel committee and adding more members and student reps will be a work in progress.

Director’s Report

Wendy Denman updated the Board on other projects currently in the works. The Union is looking to replace the surveillance software and hardware and is intending on moving to the same or similar system that dining currently has. Potentially looking at a start to this in December.

The Union also will be looking into digital signage software options. For the video walls, the company Reach is in consideration. Touchscreen kiosks are being considered as wayfinding tools. A group of students will be surveyed to see if these will be useful. The Marketing team will be conducting this process.

Bella asked if there were any further questions or comments. No further questions or comments were presented.

Action Items

The Board was to vote on the Union Fee increase. The proposal is to increase the Union Fee to $1/student/semester ($167 to $168) effective the fall semester of 2025 and there will need to be a 2/3 majority vote for the increase to pass. James Parrish motioned, and Michael Savoie seconded to proceed with the vote. 11 voting members voted affirmative to proceed with the motion to increase the Union Fee.

David Munoz-Sarabia with the Pride Alliance had one last comment stating that their department is expecting the general council to decide on the future of Senate Bill 17.

The meeting was adjourned by Bella at 12:26 p.m.

Respectfully submitted by Mackenzie Martinez.

Members Present: Bella Armenta, Dorcas Bisisi, Fatuma Mwende, Areeba Hassan, Shelby Kennedy, David Munoz-Sarabia, Seth Parsons in place of Em Sessom*, Faith Hamilton^&, Lucas Pons in place of Isaac Hernandez^#, James Parrish, Jeffrey Britain, Michael Savoie, Stacy Buchanan, Megan Wheeler in place of Brittany Landau^, Wendy Denman, Mackenzie Martinez, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: Thanuja Beeram, and Skylar Redlin

Member Attendance Notes:

*Seth Parsons is taking Em Sessom’s place as the representative for Talons. Seth is the Talons’ Parliamentarian.

^& Faith Hamilton has been appointed as the Housing Representative for the remainder of this semester.

^# Isaac Hernandez (Greek Council) was unable to attend today’s meeting. Lucas Pons took his place for this meeting.

^ Brittany Landau (Staff Senate) was unable to attend today’s meeting. Megan Wheeler took her place for this meeting.

Union Board of Director Student Government Association VP Bella Armenta called the meeting to order at 11:49 a.m.

Bella welcomed everyone and introduced the new members, Seth Parsons and Faith Hamilton, and announced the members who were absent and their fill-ins: Lucas Pons and Brittany Landau.

The Minutes from the November 15, 2023, meeting were presented for approval. Bella asked if there were any questions. David Munoz-Sarabia moved to approve, James Parrish seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores provided an update on all the projects that took place over the Winter Break, the ongoing projects, and the projects expected to start in the near future.

Mike started with providing us with an update of the roof repair. The weather was good all throughout the Winter Break, so all phases of this project were completed and on time.

Mike next reviewed the details of the scheduled power outage. The 3 days of testing were successful. There were a couple of buildings where power didn’t come right back up when initiating the test, but these issues were addressed and corrected. These types of tests will be an annual occurrence as preventative measures. Michael Savoie expressed his gratitude for Mike’s work to facilitate this annual test in which Mike in turn thanked his team and all who were involved with this project.

Mike provided an update on the progression of the Chick-fil-A project. On 1/12/24 CFA provided UNT with revised construction plans. James Parrish inquired about the estimated completion of the project. Mike stated that there have been several setbacks and delays with the project but as of today, the estimated completion date is sometime in May 2024. The current items that are being worked on are the inspection of the framing and the electrical panels. Megan Wheeler asked if the new space will be able to relieve some of the backup and traffic experienced in the waiting line/queue by the limited space of the current location of CFA. Mike said that the new space will have a spacious waiting line/queue, there will be seating for 80-85 people, and there will be approximately 15 feet of space between the counter and the north entrance. Megan also asked if CFA must approve all revised plans and progress. Mike answered yes. CFA has their own rep that meets with the Union on a regular basis as well as signs off on all plans. Bella Armenta inquired if the new space would have gender or unisex bathrooms. Mike stated that the bathrooms will be unisex.

Mike gave an update on the DATCU branch. DATCU’s floorplans have changed, which has caused delays. Floor materials have been delivered but due to delays with the light grids, the floor project will have to wait. The tentative completion date is 1/29/24 with a tentative grand opening date of 2/5/24, both pending final project approvals.

Mike updated the Board on the ongoing road and manhole work. It has been planned that all of Union Circle will be repaved starting the summer of 2025. ATMOS is currently working on the gas lines along Union Circle due to age and ongoing problems. This project is expected to be completed prior to the start of the repaving project in summer of 2025. Megan Wheeler inquired if this was a UNT project decision. Mike explained that UNT’s prior gas contractor failed to maintain the integrity of the gas lines, so ATMOS was hired to inspect and correct.

Mike and Wendy provided details regarding the unscheduled power outage that took place on 1/4/24 and lasted through 1/5/24. An ATMOS gas line contractor working on Union Circle accidentally “clipped” the 13K.2-volt conduit feed to the Union resulting in complete loss of power to the Union. The City of Denton, Denton Municipal Electric, and Humphries Electrical Service all came out to assess and correct the accident. The main electrical wire between the switch gear and the main transformers was repaired. Wendy and her team coordinated with staff across the campus to relocate the scheduled orientation that was to take place in the Union that weekend, with a relocation to the Gateway/Coliseum, among other sites on campus. David Munoz-Sarabia asked if UNT had to pay for the power outage. Mike assured us that, no, UNT didn’t have to foot that bill as it was ATMOS who accidentally caused the outage.

James Parrish circled back to the Union Circle road repairs and inquired to what extent the roads would be repaired and if this is a cyclical thing that would have to be ongoing. Mike assured the Board that with these upcoming repairs, they will be repairing deep into the concrete and will be “fire rated” (a test to assess the integrity of the road concrete) among other tests.

Mike concluded that for the Union Circle road repairs, him and his team will have to put together a thorough action plan to accommodate and anticipate any and all activities that will be impacted by this project.

 Finance

Kavan Ingram gave an update on the budget. We have expensed 41% of our fiscal year budget, which is down 2% from where we were last year at this time. $10,00.00 was moved to the Cost of Goods Sold line from Materials & Supply as there was better understanding to which items are "materials used for sales." Capital Expenses decreased due to ongoing projects. None of the ongoing projects have met the Capital Expenses threshold of $5,000 but rather materials needed for these projects have added up to $5,000, therefore these expenses have been allocated to more appropriate line items for expensing. Michael Savoie inquired if we are projected to exceed 100% of our budget in FY24 given the current numbers. Kavan responded that the Axium system, the tool that is used for such projections, will be available on 2/19/24 and will be used to analyze the projected budget. 

Programs/Discovery Park

Molly Orr updated the group on the past and upcoming events. The first big event of the Spring Semester is the Eagle Insomnia, which is to take place on 1/19/24. This year’s theme is a play off the popularity of Barbie with Scrappy’s Dreamhouse! Jazz in the Union starts up again at the end of January and will be through April. The schedule is being updated and will be available on the website very soon. The Union will be celebrating its 75^th anniversary this March. This celebration will correlate with the annual Union Fest, which will kick off on 3/4/24.

Conference & Event Services

Richard Owens revisited the stats of reservations made in Fall of 2023 verses Fall of 2022. In Fall 2023 3,300 reservations were made and the Union hosted 88,000 guest while the Fall of 2022 had 2,900 reservations made and 83,000 Union guests. Richard stated that he is seeing a trend upwards that will continue into Spring 2024.

Director’s Report

Wendy Denman updated the Board on the progress of the changes due to the SB 17 law. The Center for Belonging and Engagement has been created to take the place of the Multicultural Center and the Pride Alliance in order to stay in compliance with the new law. The necessary changes to signage and exposure of these previous groups was completed in December 2023. This change also impacts the current members of the UBD as there is one (1) student representative from both the Multicultural Center and the Pride Alliance. A change to have two (2) representatives for the Center of Belonging and Engagement will be decided by the Board via an action item. Wendy touched on the success of the all-staff and student training days that took place last week. There are only 3 vacancies in the UCE department as of today!

Bella asked if there were any further questions or comments. No further questions or comments were presented.

Action Items

The Board was to vote on the UBD Constitution amendment to remove item G. from Section 2, in Article 4 and revise item J. from Section 2, in Article 4 to be in SB 17 compliance (see Figure 1 below). David Munoz-Sarabia motioned, and Megan Wheeler seconded to proceed with the vote. All voting members present voted affirmative to proceed with the motion to move forward with the change. Following the UBD meeting Mackenzie Martinez emailed Christi Hestand, Sr Executive Assistant to Dr. With, VP of Student Affairs to approve of the amendment according to the UBD Constitution procedure in Article 8. Dr. With approved the amendment as of 1/17/24. Mackenzie Martine will make the appropriate changes and inquire with the appropriate staff to have the website updated.

David Munoz-Sarabia stated that with the establishment of the Center for Belonging and Engagement, they will be establishing the handle @untbelonging on all social media outlets and staff will be available in person in Union 335.

The meeting was adjourned by Bella at 12:35 p.m.

Respectfully submitted by Mackenzie Martinez.

Members Present: Bella Armenta, Thanuja Beeram, Dorcas Bisisi, Fatuma Mwende, Areeba Hassan, Shelby Kennedy, David Munoz-Sarabia, Faith Hamilton, Isaac Hernandez, Jeffrey Britain, Michael Savoie, Lisa Gorietti, Stacy Buchanan, Brittany Landau, Wendy Denman, Mackenzie Martinez, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: James Parrish, Jeremiah Witty, and Seth Parsons

Bella welcomed everyone and promptly asked if there were any questions regarding the Minutes from the January 17, 2024 meeting and asked if all approved. Michael Savoie moved to approve, Jeff Britain seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores reviewed the hours of operation for March 2024, let the Board know that Jace Smith accepted his offer to be the Evening Operations Supervisor and will start March 1, 2024, presented the specs and details of purchasing and installing 3 boilers to replace the remaining 3 old ones (this would be an action items voted on later in the meeting), and provided an update on all the current and upcoming projects.  

The hours of operation were presented for March 2024, and it was highlighted that due to Spring Break (March 10-16, 2024), the Union will have a variation of hours.

Mike next let the Board know that Jace Smith accepted his offer to be the Evening Operations Supervisor and will start March 1, 2024.

Mike presented the specs and details of purchasing and installing 3 boilers to replace the remaining 3 old ones. There are 4 total boilers and one of them has already been replaced with a Raypak Domestic Boiler. The 3 new ones will also be the same model. The replacement is needed due to the heat exchangers becoming corrosive. The purchase and installation will cost around $304,296.00 and the funds to pay for these will be coming out of the Union reserve.

Mike provided an update on the progression of the Chick-fil-A project. Some updates on the specs of the space are there are doors from CFA that lead directly to the loading dock. CFA can receive upwards of 10 pallets of frozen food at a time, so direct access will assist with the big bulk. There will be 2 individual bathrooms within the CFA space. May is the projected date to open the space to the CFA staff and start their training. Faith Hamilton asked if the bathrooms would be gender non-specific and Mike confirmed, yes. David Munoz-Sarabia asked who is taking the old CFA space and Mike stated that there has not been a confirmed decision yet.

Mike let the Board know that the remodel for Starbucks had been approved that morning and showed the Board the designs for the remodel. Stacy Buchanan asked if the other Starbucks location by the Music building would stay open over the summer and during the remodel? Mike confirmed yes that location will remain open. Wendy added that in addition to Starbucks, there are coffee options in The Market, next to the business building. Brittany Landau asked if the north side entrance of the building would be closed due to the remodel. Mike said there will be alternate routes and entrances communicated to staff and students when the time comes for the remodel.

Finance

Kavan Ingram gave an update on the budget. We have expensed 48% of our fiscal year budget, which is 1% less than where we were last year at this time. The 2025 budget was made available on February 19. Noticeable items were rentals increased by 25% and mandatory fees will depend on the events scheduled. The 2025 budget is projected to be 10% more than the FY24 budget. Michael Savoie asked what happens when we have revenue overages. Wendy Denman responded stating that overages roll into reserve funds that are saved and used for specialty projects, the Union has $11 million in reserve funds currently, and the FY24 budget was budgeted without reserves. Faith Hamilton asked if Axium is open for training. Kavan confirmed that it is open, and training is available. Budgets will be finalized in April.

Programs/Discovery Park

Molly Orr updated the Board on Union Fest and the Union 75^th Anniversary celebrations. Molly showed the Board the Union 7th Anniversary website and reviewed the schedule. This celebration will kick off 2024 Union Fest.

Conference & Event Services

Richard Owens let the Board know that David Ware started today as a Event Support Specialist and will start March 1, 2024. A variety of staff and students have been assisting with the duties of this position but will now be relieved with the hiring of David. David will be working Wednesdays – Saturdays, 7 a.m. – 6 p.m.

Director’s Report

Wendy Denman updated the Board that in celebration of the Union 75^th Anniversary, the Union staff will be getting gold name tags and enamel pins. Wendy informed the Board that the Chanselor didn’t approve for the Union fee to be taken before the Council and it has been denied. DATCU is currently in their soft opening with a projected date of March 6^th to be the date of their grand opening.

There was nothing to report from the Chair or Vice Chair of the Board.

Bella asked if there were any further questions or comments. No further questions or comments were presented.

Action Items

The Board was to vote on purchasing and installing 3 boilers to replace the remaining 3 old ones (detailed in the Facilities report). David Munoz-Sarabia moved to approve, and Isaac seconded the motion. All the voting members moved to approve.

No further announcements or comments were presented.

The meeting was adjourned by Bella at 12:23 p.m.

Respectfully submitted by Mackenzie Martinez.

Members Present: Bella Armenta, Dorcas Bisisi, Fatuma Mwende, Areeba Hassan, Shelby Kennedy, David Munoz-Sarabia, Seth Parsons, Faith Hamilton, Isaac Hernandez, James Parrish, Jeffrey Britain, Michael Savoie, Lisa Gorietti, Stacy Buchanan, Brittany Landau, Wendy Denman, Mackenzie Martinez, Mike Flores, Richard Owens, Molly Orr, Kavan Ingram

Members Not Present: Thanuja Beeram and Jeremiah Witty

Bella welcomed everyone and promptly asked if there were any questions regarding the Minutes from the February 21, 2024 meeting and asked if all approved. David Munoz-Sarabia moved to approve, Isaac Hernandez seconded the motion, the vote was taken by show of hands and all approved.

Facilities

Mike Flores reviewed the hours of operation for May 2024, noting the variety of different hours for the month of May.

Mike gave an update to the specs and details of purchasing and installing 3 boilers to replace the remaining 3 old ones. There are 4 total boilers and one of them has already been replaced with a Raypak Domestic Boiler. The 3 new ones will also be the same model. The replacement is needed due to the heat exchangers becoming corrosive. The phase-in and install will be during the summer and into the fall. Maintenance and the vendor are making sure the hot water in the Union is not disturbed during this process.  

Mike provided an update on the progression of the Chick-fil-A project. The appliances were delivered (2 semi trucks or 50 pallets worth), and were being stored in the hallway on level 1. The hallway is to be cleared out starting today as the appliances will be unboxed and installed. Completion of the CFA project is still looking to be late May or early June.

Mike briefed the board on the 4^th floor patio project. It will be called Bruzzy’s patio after the donor who contributed funds to assist with this project. This project will increase the interest of having this as an event space.

The current pergola will be getting a roof that is weatherproof, large tv monitors will be installed, and fans will be installed. The project is to start May 13^th and is expected to be completed on July 31^st. Cranes will be used to deliver materials up to the 4^th floor. Brittany Landau asked if the crane is expected to impact the walking areas around the Union. Mike confirmed that it would, and the 3^rd level Syndicate doors will be closed. Other alternative routes will be displayed.

Finance

Kavan Ingram gave an update on the budget. Various departments were overpaying employee’s retirement from FY 2017-2023 so the Controllers did a journal to put these funds back into the current budget under Other Operating Exp. The plan is to use these additional funds for capital projects and equipment upgrades. No funds are to rollover to the next fiscal year. Any remaining funds will go into the reserve fund. A request is required for permission to use these funds. Kavan also provided an update regarding investments. Covid definitely made an impact but going forward, investments are trending up.

Programs/Discovery Park

Molly Orr updated the Board on the remaining spring events for the semester. April 30^th is the last day of events for UPC. Art Mart will take place on April 23^rd, Scrappy’s Finals Countdown will take place April 29^th – May 3^rd. Scrappy’s Finals Countdown will have a webpage that will act as a central hub for referencing the various activities. The UCE student employee celebration will be the evening of May 1^st, which will be a celebration to recognize all the student workers and seniors in the UCE department. Ongoing proposal meetings for summer and fall event planning will continue throughout the end of the semester.

Conference & Event Services

Richard Owens updated the Board with the ongoing events. CES is assisting and supporting all of the UPC events and is heavy into banquet and award season. A/V is preparing for all of the commencements. This summer the campus will host 72 camps. Michael Savoie asked if there will be a list of these camps anywhere. Richard confirmed yes, there will be a list of all of the camps that are available to the public.

Director’s Report

Wendy Denman updated the Board that in celebration of the Union 75^th Anniversary, there will be ongoing events, celebrations, and activities throughout the remainder of the year. There will be a campaign for alumni to submit memories and stories, there will tentatively be an event for past Union employees, and Union tours.

Wendy informed the Board that there will be space refreshes including 382 and the Lyceum, phase 2 of the wayfinding. Additionally, a rebranding is in the works for the Union. The focus will be on how the space will best represent and reflect the students.

Additionally, Wendy is looking towards the summer and fall semester for her staff as they prepare for the start of the FY 24/25 year with trainings and retreats.

Wendy thanked the Board for their participation this year!

Jeffrey Britian inquired if a more detailed Union tour could be included in the campus tour. Wendy confirmed that this can definitely be implemented.

Additionally, Wendy updated the Board that there has been ongoing tabling for benchmarking the Union. Students have been given the opportunity to provide feedback about Union programs, services, and the facility. The results of this survey will be shared in a fall Board meeting.

There was nothing to report from the Chair or Vice Chair of the Board.

Bella asked if there were any further questions or comments. No further questions or comments were presented.

Action Items

The Board was to vote on purchasing and installing 3 boilers to replace the remaining 3 old ones (detailed in the Facilities report). David Munoz-Sarabia moved to approve, and Isaac seconded the motion. All the voting members moved to approve.

Bella Armenta thanked the Board for their work and participation this year.

No further announcements or comments were presented.

The meeting was adjourned by Bella at 12:21 p.m.

Respectfully submitted by Mackenzie Martinez.