Organizational Structure

The UHAC consists of a chair person, vice chair, secretary and other voting members as well as non-voting members assigned by Housing Operations. The committee members will rotate yearly with a max of 1/3 of the members being replaced who have served for more than 2 years. New voting members will be nominated by the UHAC and approved by UHAC sponsor. The members of the committee will consist of a wide representation of university housing residents including spouses.

Governance

The UHAC draws its authority from the university Presidents Council and is accountable and reports to the appointed UHAC sponsor. Recommendations are subject to review by the Presidents Council.

Responsibilities

The UHAC has the following responsibilities:

1. Survey all employee families eligible for university housing at least once every two years and present the findings to the Housing Operations and residents.
2. Assist and advise the Housing Operations in various functions as engaged by the Housing Operations or the President’s Council.
3. Welcome university employee housing residents into university housing and regularly communicate committee proceedings.
4. Conduct an open meeting twice a year to allow employee families eligible for university housing to receive clarifying information and give feedback to the UHAC.

^{Effective Date (revised August 8, 2016)}

UHAC All University Housing Residents Meeting

Location: Aloha Center Ballroom
Date: October 18, 2022
Time: 6:00 pm-7:00 pm

To request a copy of the 2022 UHAC PowerPoint Presentation, please email housingoperations@byuh.edu.

September 8, 2022

Attendees:

Prayer: Benjamin Jordan

Updates From Previous Meeting (June 9, 2022)

Follow-up Pickleball Courts at Townhouses

Discussion:

• Message ready to be sent to residents for feedback. Security confirmed they will extend patrol to the townhomes and enforce the hours once signs are in place.
• Below is the message that will be sent to residents:
  
  • Aloha!
  • The University Housing Advisory Committee is seeking feedback on some issues related to the Townhouse park:
  • Park Hours – We are looking at weekdays 8 am–8 pm and weekends (Friday and Saturday) 8 am–10 pm.
  • Priority Use of Space – We are also considering designating hours for use of the basketball court, giving pickleball priority for certain hours and basketball priority for other hours.
  • What hours are kids playing most at the park?
  • What are ideal times for kid play vs. pickleball?
  • Please let us know your thoughts on these issues by responding to uhac@byuh.edu.

Action Item:

• Mike – Send residents feedback requests via Facebook and email this week.
• Tara – Send Mike updated list of residents in the townhomes.

Newsletters/Updates

Discussion:

• Webpage/links on the BYUH website have been updated to include:
  
  • UHAC minutes
  • How to report a concern
  • Submit work order request
• A link to the Housing Operations webpage has also been added to the my.byuh.edu employee page under the Food & Housing link.

Neighborhood Watch Ideas

Discussion:

• No issues or concerns to report at this time. Moana Street has been quiet now.
• Instructions have been added the Housing Operations webpage on the “report a concern” link listing steps to report suspicious activity.

Maintenance Work-order Process

Discussion:

• Maintenance has been responsive in getting work orders done.
• Instructions included on the Housing Operations webpage to submit a work order request.

Disc Golf Update

Discussion:

• Ben – The idea for disc golf at the front field has been withdrawn for now. May revisit this idea at a later time with a different location/course layout.

Agenda items for Sept. 8, 2022 meeting

Feedback from Kyle (concerns from townhouse residents)

Discussion

• Sprinklers in the back grass is dry and dead. It hurts to play on.
• Suggestion to look into a better grass option near the playground.
• The weather is forecasted to have an extended dry season which will affect the grass.
• Mowing schedule for us to be aware (allergies) to close up windows, cut townhouse all in one day
  
  • Action item: Heina/Tara – follow up with FM to get mowing schedule.
  • Decision to be made regarding how to move forward. Will contractor continue to mow front yards? Will that become tenant responsibility?
• Security gate open till 12 pm on weekends and 10:45 pm on weekdays.
  
  • Action item: Mike – schedule meeting with Campus Security to discuss issues/concerns regarding the current gate closure times.
• Portable AC units – these units were provided to townhouse residents after the construction. Other university homes have also been given portable AC units. When residents move out, there are times when portable AC units are either missing, damaged, or not working. The university has recently exhausted its supply of portable AC units. Suggestion to add eaves/covering (like the townhomes) above windows.
  
  • Action item: Heina/Tara – will follow up with Planning, Design, & Construction regarding cost to add eaves above windows at duplex homes similar to what is installed at the townhomes. Document plan to phase out supplying portable AC units upon request. Share plan with UHAC and residents.

Other items of discussion

• Moana Street duplexes – some driveways have a steep drop compared to others.
  
  • Action item: Heina/Tara – look into what it would take to make the height of the driveways more consistent.
• Consider planning UHAC All Residents Meeting in fall 2022. This meeting should occur twice per year.
  
  • Decision: Schedule meeting Tuesday, October 18 at 6 pm. Items to present:
    
    • Construction updates.
    • Policy changes.
    • Discuss topics from UHAC minutes.
  • Action item: Heina/Tara – Reserve ballroom for this meeting.

June 9, 2022

Prayer: David Keala

Pickleball Courts at Na Hale Kumu
Discussion:

• Displaced children at the park
• Noise
• After-hours use

Decision:

• Resident feedback
  Park hours
  Suggested: Weekdays 8-8, Weekends 8-10 (Friday-Saturday)
  Priority use of space
  Designated priority hours for each sport BB/Pickleball
  What hours do your kids play most at the park?
  Ideal times for kid play vs. pickleball?
  Share other locations pickleball courts are offered

Action Item:

• Mike – Send residents feedback requests via Facebook and email.
• Heina - Talk to Security about options regarding park hours enforcement and patrol.

Discuss suggestions, options, and feedback about checking the court area once the park hours signs are up.

Is extending foot security from TVA to townhouses an option?

• Newsletters/Updates

Discussion:

• Webpage/link on the BYUH website for constant reference and updates.
  
  • Include static information (how-tos) communication as well as pertinent information outside the standard.
• Adding Newsletter information to link/webpage.

Decision:

• Discontinue newsletter.
• Put all pertinent information on separate residents link on BYUH Housing Operations webpage.
• Post minutes from each quarterly meeting onto the Residents page/link.
• Housing will manage information on the Residents page site.

Action Items:

• Heina - Work with the Communications department to add a link to the Housing

Operations webpage for housing newsletter information and easy access for residents

• Lisa - Post meetings minutes on the residents webpage once created by Heina/Communications.

Neighborhood Watch Ideas

Discussion:

• Moana Neighbors Facebook page
  
  • Information frequently shared and considered helpful and effective.

Decision:

• Continue to use Facebook as a method of communication.
• Add instructions and proper procedures on the residents webpage.

Action Items:

• Heina – Add instructions and proper procedures on the residents link on the Housing.

Operations webpage

i.e., security needs, calling 911, emergency procedures, who to contact, etc.

Maintenance Work-order Process

Discussion:

• Work order process is working well, and positive feedback was received

Action Items:

• Committee Members - Go to the “Housing Operations” webpage for feedback.
• Is the information helpful? Is anything missing?
• Benjamin – Create a disc golf course proposal. Present to Kevin.

Follow-up Items Next Meeting

September 9, 9:00 am

• Decision on park hours.
  
  • Where to post signs (entrances and at courtside?).
• Enforcement (Security) of posted park hours.
• Consider planning UHAC All Residents meeting Fall 2022. This meeting occur twice per year.