Board Meeting Minutes — January 2026
Official minutes from the January 8, 2026 board meeting.
Last updated:
- Date: January 8, 2026
- Time: 7:00 PM – 9:15 PM
- Location: Royalwood Community Centre, Meeting Room A
- Prepared by: Linda Tran, Secretary
ATTENDANCE
Board Members Present:
- James Mitchell, President
- Sarah Chen, Vice-President
- Linda Tran, Secretary
- David Rodriguez, Treasurer
- Patricia Wong, Director
- Michael Kumar, Director
- Robert Olson, Director
Guests & Others:
- None
Quorum: Yes (7 of 7 board members present)
1. CALL TO ORDER
President James Mitchell called the meeting to order at 7:05 PM, welcoming everyone to the first Board meeting of 2026.
Opening Remarks: James expressed optimism for 2026 and thanked Board members for their continued commitment to the Royalwood community.
2. APPROVAL OF PREVIOUS MINUTES
Motion: To approve the minutes from the December 11, 2025 board meeting as distributed.
Moved by: Sarah Chen Seconded by: Michael Kumar Result: APPROVED (Unanimous)
3. TREASURER’S REPORT
David Rodriguez, Treasurer, presented the financial report for December 2025 and year-end summary.
3.1 December 2025 Account Summary
- Chequing Account Balance (as of Dec 31, 2025): $4,232.02
- Savings Account Balance (as of Dec 31, 2025): $8,945.87
- Total Funds: $13,177.89
3.2 December 2025 Transactions
Income:
- Membership dues: $190.00
- Holiday fundraiser donations: $215.00
- Anonymous community donation: $100.00
- Total Income: $505.00
Expenses:
- Holiday social event (refreshments, rentals): $185.00
- Meeting room rental (Community Centre): $75.00
- Newsletter printing: $65.00
- Office supplies & postage: $38.47
- Total Expenses: $363.47
Net for December: +$141.53
3.3 2025 Year-End Summary
Full Year Income (2025):
- Membership dues: $1,680.00
- Event donations & sponsorships: $1,245.00
- Fundraisers: $425.00
- Grants/community contributions: $600.00
- Total 2025 Income: $3,950.00
Full Year Expenses (2025):
- Meeting room rentals: $900.00
- Newsletters & communications: $650.00
- Event costs: $980.00
- Website hosting & technology: $400.00
- Office supplies & admin: $320.00
- Insurance & professional services: $200.00
- Total 2025 Expenses: $3,450.00
2025 Net Result: +$500.00 (Positive year-end)
3.4 Financial Position
- Healthy reserve fund maintained
- Operating budget sustainable with current income sources
- Strategic investments in community events and communications
- No outstanding debts or liabilities
3.5 Discussion & Approval
Discussion Points:
- Strong financial position for 2026 planning
- Holiday fundraiser was successful
- Membership dues collection improving year-over-year
- Budget sufficient to sustain current operations and expand events as planned
Motion: To approve the December 2025 and Year-End 2025 Treasurer’s Report as presented.
Moved by: David Rodriguez Seconded by: Robert Olson Result: APPROVED (Unanimous)
4. 2025 GOALS REVIEW & 2026 PRIORITIES
4.1 Review of 2025 Accomplishments
Patricia Wong led discussion of what RNA accomplished in 2025.
Major 2025 Accomplishments:
- Community Events: Spring cleanup, summer picnic, Halloween party, holiday social
- Communications: Established bi-monthly newsletter, launched new website (in progress), grew social media following to 110+ people
- Advocacy: Submitted speed bump petition to City (47 signatures), worked with Parks on playground improvements
- Governance: Formalized Board structure, developed privacy policy draft, organized community meetings
- Membership: Grew active membership database, improved member communication, increased event participation
- Partnerships: Collaborated with local community groups, coordinated with City departments
Discussion: Board reflected positively on 2025 efforts and celebrated community engagement growth.
4.2 Setting 2026 Priorities
James Mitchell facilitated discussion of Board priorities and focus areas for 2026.
Proposed 2026 Priorities:
-
Community Events & Engagement (Patricia Wong lead)
- Expand event calendar (spring cleanup, summer picnic, Canada Day, fall movie night, holiday events)
- Increase volunteer participation
- Focus on family-friendly, inclusive events
- Goal: Increase event attendance by 25% compared to 2025
-
Communications & Membership (Sarah Chen lead)
- Increase newsletter frequency to monthly
- Improve website content and navigation
- Grow social media following to 200+ by year-end
- Develop member directory (with privacy protections)
- Goal: Grow active membership base to 100+ households
-
Community Advocacy & Relationships (James Mitchell & Robert Olson lead)
- Follow up on speed bump petition with City
- Monitor and support park improvements
- Strengthen partnership with Ward councillor and City services
- Address resident concerns and issues
- Goal: Establish regular communication channel with City officials
-
Governance & Operations (Linda Tran lead)
- Finalize and adopt Privacy Policy
- Formalize meeting procedures and documentation
- Develop succession planning for Board roles
- Create volunteer coordinator role
- Goal: Strengthen organizational systems and processes
-
Budget & Financial Sustainability (David Rodriguez lead)
- Develop sustainable revenue model (membership fees, grants, sponsorships)
- Maintain healthy reserve fund
- Explore grant funding opportunities
- Budget for expanded programming
- Goal: Achieve $4,500+ operating budget for 2026
4.3 Vote on 2026 Priorities
Motion: To adopt the above five priority areas for 2026 RNA Board activities and operations.
Moved by: James Mitchell Seconded by: Sarah Chen Result: APPROVED (Unanimous)
5. 2026 BUDGET APPROVAL
David Rodriguez presented a preliminary 2026 operating budget.
5.1 Proposed 2026 Budget
Projected Income:
- Membership dues (estimated): $1,800
- Event donations & sponsorships: $1,200
- Fundraisers: $500
- Grants/community contributions: $800
- Total Projected Income: $4,300
Proposed Expenses:
- Meeting room rentals: $900
- Newsletters & communications: $750
- Event costs (cleanup, picnic, Canada Day, movie, holiday): $1,200
- Website hosting & technology: $200
- Office supplies & admin: $400
- Insurance & professional services: $250
- Reserve/contingency fund: $400
- Total Proposed Expenses: $4,100
Projected Surplus: $200 (to reserve fund)
5.2 Discussion
- Budget is conservative and sustainable
- Event costs increased to support expanded programming
- Communications budget increased to support more frequent newsletters and social media
- Contingency reserve for unexpected needs
Motion: To approve the 2026 Operating Budget as presented, with authority for Treasurer to make minor adjustments (±10%) as circumstances warrant.
Moved by: David Rodriguez Seconded by: Patricia Wong Result: APPROVED (Unanimous)
6. NEW BUSINESS
6.1 Welcoming New Board Members
James Mitchell took a moment to welcome back returning Board members and acknowledged the strong leadership team for 2026.
Board Member Roles Confirmed:
- All seven Board members continuing from 2025
- Roles and responsibilities reaffirmed
- No new Board members in 2026 at this time (but always welcoming additional volunteers)
Discussion: Board discussed mentoring approach to develop future leadership and prepare for AGM elections in November.
6.2 Meeting Schedule & Logistics for 2026
Linda Tran presented meeting schedule and logistics for the year.
2026 Board Meeting Schedule:
- Monthly meetings (second Thursday of each month) at 7:00 PM
- Location: Royalwood Community Centre, Meeting Room A
- Dates confirmed through December 2026:
- February 12, 2026
- March 5, 2026
- April 9, 2026
- May 14, 2026
- June 11, 2026
- July 9, 2026
- August 13, 2026
- September 10, 2026
- October 8, 2026
- November 12, 2026
- December 10, 2026
Meeting Procedures:
- Standard agenda: Minutes approval, treasurer’s report, old/new business, announcements, next meeting
- Typically 1.5–2 hours
- Decisions by majority vote (7 members = quorum)
- Minutes distributed within 1 week of meeting
6.3 Annual General Meeting Planning (Preliminary)
James Mitchell opened discussion about 2026 AGM timing and format.
Preliminary Discussion:
- Bylaws require AGM in November
- Typical timing: Late November (usually second weekend of the month)
- Format: Member election, financial review, business discussion
- Location: Royalwood Community Centre
- Time estimate: 2–3 hours
Planning for AGM will occur in detail at September/October meetings
7. COMMITTEE REPORTS
7.1 Events Committee (Patricia Wong)
- Holiday social successfully completed (50+ attendees)
- 2026 event calendar being developed
- Spring cleanup planning underway for April
- Summer and fall events being scheduled
7.2 Communications Committee (Sarah Chen)
- Website content review underway
- Newsletter improvements being planned
- Social media growth steady
- Member directory project initiated
7.3 Finance Committee (David Rodriguez)
- 2025 financial statements finalized
- 2026 budget approved
- Grant funding opportunities being researched
- Banking and accounting systems solid
7.4 Advocacy Committee (Robert Olson)
- Speed bump petition forwarding to City in progress
- Park safety and maintenance issues identified
- City liaison meetings to be scheduled
- Resident concerns documentation process established
8. CORRESPONDENCE & COMMUNICATIONS
No formal correspondence requiring Board action.
General communications:
- Community members continue to provide positive feedback on events
- New residents inquiring about RNA membership
- City officials (Parks, Planning) responding to RNA inquiries
9. ANNOUNCEMENTS & INFORMATION
9.1 Community Calendar
- January: Post-holiday community social (scheduled for January 25, 2026)
- February: Planning meeting for spring events
- March: Spring cleanup promotional period
- April: Spring cleanup event
9.2 City Announcements
- Winter parking restrictions in effect
- City encouraging snow removal from sidewalks (safety)
- Recreation programs available through St. Vital Leisure Centre and other City facilities
9.3 Reminder: 2026 Vision
James Mitchell emphasized the importance of maintaining focus on core values:
- Fostering community connection and friendship
- Supporting residents and addressing concerns
- Maintaining the character and safety of Royalwood
- Being an effective advocate with City and other stakeholders
10. NEXT MEETING
Date: Thursday, February 12, 2026 Time: 7:00 PM – 8:30 PM Location: Royalwood Community Centre, Meeting Room A
Tentative Agenda:
- Treasurer’s report (January)
- Event planning updates (spring cleanup, Canada Day)
- Communication strategy review
- Committee updates
- Member directory progress
11. ADJOURNMENT
Motion: To adjourn the meeting.
Moved by: Michael Kumar Seconded by: David Rodriguez Result: APPROVED (Unanimous)
The meeting adjourned at 9:18 PM.
APPROVAL & SIGNATURES
Prepared by: Linda Tran, Secretary Date Prepared: January 9, 2026 Distribution: Sent to all Board members January 9, 2026 Minutes Status: Pending approval at February 12, 2026 meeting
[Approved at February 12, 2026 meeting]
James Mitchell, President
Linda Tran, Secretary
Last Updated: January 15, 2026