Board Meeting Minutes — March 2026

Date: March 5, 2026
Time: 7:00 PM – 8:45 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.

2. APPROVAL OF PREVIOUS MINUTES

Motion: To approve the minutes from the February 12, 2026 board meeting as distributed.

Moved by: Linda Tran Seconded by: Patricia Wong Result: APPROVED (Unanimous)

Note: One correction requested: In the February minutes, the date for the April community event was listed as April 12th; it should read April 18th. Linda Tran to correct and re-distribute.

3. TREASURER’S REPORT

David Rodriguez, Treasurer, presented the financial report for February 2026.

3.1 Account Summary

Chequing Account Balance (as of Feb 28, 2026): $4,267.43
Savings Account Balance (as of Feb 28, 2026): $8,945.87
Total Funds: $13,213.30

3.2 February Transactions

Income:

Membership dues: $180.00
Event donations: $75.00
Total Income: $255.00

Expenses:

Meeting room rental (Community Centre): $75.00
Newsletter printing and distribution: $120.00
Website hosting (annual renewal): $150.00
Office supplies: $35.47
Total Expenses: $380.47

Net for February: -$125.47

3.3 Discussion

David noted that February was higher in expenses due to annual website hosting renewal
Membership dues collecting more consistently this year
Discussed upcoming expenses for spring cleanup event
Reserve funds remain stable at current levels

3.4 Approval

Motion: To approve the February 2026 Treasurer’s Report as presented.

Moved by: David Rodriguez Seconded by: Robert Olson Result: APPROVED (Unanimous)

4. OLD BUSINESS

4.1 Spring Cleanup Event Planning

Status: In planning stage

Patricia Wong reported on planning for the annual Royalwood Spring Cleanup, scheduled for Saturday, April 18, 2026.

Details Discussed:

Date & Time: Saturday, April 18, 9:00 AM – 12:00 PM
Locations: Multiple parks and green spaces in Royalwood
Supplies needed: Garbage bags, gloves, grabbers, vests
Expected volunteers: 30–50 residents
Coordination: Will work with City to arrange bag pickup

Action Items:

Patricia to confirm park locations and parking
Michael Kumar to design and print promotional flyers (deadline: March 15)
Sarah Chen to post event on social media and website
Linda Tran to send email invitation to all members by March 10

Budget impact: Approximately $200 for supplies and promotional materials

Motion: To approve proceeding with Spring Cleanup event on April 18, 2026, with a budget allocation of $200.

Moved by: Patricia Wong Seconded by: James Mitchell Result: APPROVED (Unanimous)

4.2 Park Equipment Update

Status: In progress

Robert Olson provided an update on the playground equipment at Royalwood Central Park.

Background: At the February meeting, the Board identified that some play equipment needs repair or replacement (swings showing wear, slide surface deteriorating).

Update:

Robert has requested a formal inspection from City of Winnipeg Parks & Recreation
Inspection scheduled for March 20, 2026
Inspection should provide detailed assessment and recommended repairs/replacements
Timeline for repairs: 4–8 weeks after approval

Next Steps:

Report findings from inspection at April board meeting
If repairs needed, explore funding options (RNA budget, grant applications, City partnership)

Action: Robert to attend inspection and gather all documentation for April report.

4.3 Membership Directory Update

Status: In progress

Sarah Chen reported on updating the membership directory (contact information for members).

Status:

Sent survey to 45 members on February 20
Responses received: 28 members (62% response rate)
Compiling directory for Board review
Will request additional information (e.g., skills/volunteer interests) for next draft

Privacy Note: Discussed that directory will be for RNA internal use only and not shared publicly.

Timeline: Preliminary directory to be presented at April meeting for Board review and approval before distribution to members.

5. NEW BUSINESS

5.1 2026 Annual General Meeting (AGM) Date Confirmation

Status: Decision needed

James Mitchell opened discussion about the date and format for the 2026 AGM.

Traditional Date: November (per bylaws)

Proposed Dates for Discussion:

November 12, 2026 (Friday evening) – Concern: Logistics on weekday
November 13, 2026 (Saturday afternoon) – Preferred option for higher attendance

Discussion:

Saturday afternoon (2:00 PM – 4:00 PM) historically has better attendance
More accessible for working residents
Allows volunteer time for setup and light refreshments

Motion: To schedule the 2026 Annual General Meeting for Saturday, November 13, 2026, at 2:00 PM at Royalwood Community Centre, Meeting Room A.

Moved by: James Mitchell Seconded by: David Rodriguez Result: APPROVED (Unanimous)

Action: Linda Tran to note date on meeting calendar and provide advanced notice to members.

Status: Discussion and direction

Sarah Chen initiated discussion about updating newsletter content and website information.

Newsletter Topics Discussed:

Current newsletter reaches ~65 members via email
Suggested topics for upcoming newsletters:
- Spring cleanup event details
- Parking rules reminder
- Community standards/bylaws overview
- New member welcome
- Event announcements

Website Updates Discussed:

Resources page is now live (new resources documentation in progress)
Need to update “Contact Us” page with current board member contact information
Website navigation could be improved

Action Items:

Sarah Chen to draft April newsletter content (spring cleanup focus) by March 20
Michael Kumar to review and update Board directory on website by March 25
Sarah Chen to improve website navigation on next review

5.3 2026 Budget Planning & Membership Dues

Status: Discussion and direction

David Rodriguez opened discussion about 2026 budget and membership fee structure.

Current Situation:

Annual budget: ~$2,500 (covers operations, events, rent, supplies)
Membership dues: Voluntary donations (typical: $10–20/year)
Limited fundraising; mostly dependent on City partnerships and donation grants

Upcoming Expenses (2026):

Spring cleanup event: $200
Summer community picnic: ~$300–400
Fall movie night: ~$150–200
Website hosting: $150
Meeting room rental: ~$600/year
Supplies & materials: ~$400
Estimated total: ~$1,800–2,100

Membership Dues Discussion:

Current response rate to voluntary donations: ~40%
Suggestion: Implement optional small membership fee ($10/year) to support operations
Not mandatory; suggested donation with benefits (newsletter, event priority, directory inclusion)

Decision: Table formal membership fee vote until AGM in November. Will survey members in spring about interest in small optional fee structure.

Action: Sarah Chen to include membership survey in next newsletter.

6. COMMITTEE REPORTS

6.1 Events Committee (Patricia Wong)

Spring cleanup finalized
Planning summer picnic for July (date TBD)
Exploring fall movie night outdoors (September)

6.2 Communications Committee (Sarah Chen)

Newsletter going out bi-monthly to ~65 subscribers
Social media (Facebook): 120 followers, growing
Website traffic: Steady (~500 unique visitors/month)

6.3 Finance Committee (David Rodriguez)

Budget review quarterly
Seeking grants or sponsorships for events
Reserves stable; cautious spending approach

7. CORRESPONDENCE

No correspondence items requiring Board action.

8. ANNOUNCEMENTS & INFORMATION

8.1 City Council Ward Updates

St. Norbert Ward councillor is focusing on transit improvements and community safety this spring
Upcoming public consultation on local park improvements (late April)
Pothole season repairs beginning; residents encouraged to report via 311

8.2 Community League Coordination

Local community groups hosting Easter community event (April 10)
RNA invited to table/promote event; volunteer signups welcome
Michael Kumar expressed interest in coordinating RNA participation

9. NEXT MEETING

Date: Thursday, April 9, 2026 Time: 7:00 PM – 8:45 PM Location: Royalwood Community Centre, Meeting Room A

Tentative Agenda:

Treasurer’s report (March)
Spring cleanup event follow-up
Park inspection findings (Robert Olson)
Membership directory review
2026 budget draft

10. ADJOURNMENT

Motion: To adjourn the meeting.

Moved by: James Mitchell Seconded by: Robert Olson Result: APPROVED (Unanimous)

The meeting adjourned at 8:47 PM.

APPROVAL & SIGNATURES

Prepared by: Linda Tran, Secretary Date Prepared: March 6, 2026 Distribution: Sent to all Board members March 6, 2026 Minutes Status: Pending approval at April 9, 2026 meeting

[Approved at April 9, 2026 meeting]

James Mitchell, President

Linda Tran, Secretary

Last Updated: March 12, 2026