Current Board Meeting Summary and Approved Board Minutes

Transparency and Confidentiality Policy

The Board of James Bay United Church commits to transparency in its governance. Regular council meetings are open to members of the congregation, and approved minutes are available on request (or in the box below). When sensitive matters arise, such as personnel, legal or pastoral issues, the council may move in camera. Confidential minutes will be recorded separately and stored securely.

NOTE: Current board approved minutes are attached below the current Board Summary.
Minutes prior to April 2025 are available by request through the church office.

Summary James Bay United Church Board 
February 19, 2026

The Board met on Thursday, February 19, in the Sanctuary for a thoughtful and forward-looking meeting.

Looking Ahead: Visioning Our Future

The Board spent time in a 5–10-year visioning conversation, reflecting on what a thriving future for James Bay United Church might look like. Themes included being a welcoming and spiritually centering community for people of all ages, deepening connections with young adults, strengthening outreach and ensuring our building and ministries continue to serve both congregation and community well.

We also discussed how digital tools (such as contact software) might support pastoral care and connection, while maintaining our strong culture of face-to-face community.

Board Retreat – June 2026

The Board approved holding a retreat at the Bethlehem Centre on the first weekend of June. The retreat will focus on visioning, group cohesion and discerning future direction. We are exploring engaging a facilitator and plan to host a congregational session beforehand to gather input.

Safety and Emergency Preparedness

The Trustees reported on fire safety, monitoring systems and broader emergency planning (including earthquake readiness and major events). Deferred inspection items will now be completed. Plans are underway to schedule AED training for designated members, along with a brief congregational orientation on the AED.

Victoria Foundation Endowment

A clarification was provided regarding the Endowment Fund. The total fund value is approximately $254,000. Since 2004, about $185,000 in annual disbursements has supported the ministry and life of our church. Governance access to the Foundation’s information portal was reviewed for transparency and oversight.

2026 Draft Budget

The draft 2026 budget was presented within the Treasurer’s Report. Additional details will be shared in an upcoming e-news issue.

Ministry and Governance

The Board discussed strengthening regular ministry updates and developing a more structured approach to becoming familiar with The United Church of Canada Manual to support strong governance.

Our next Board meeting will be held on Thursday, March 19 at 6:30 p.m.

Summary James Bay United Church Board 
January 15, 2026

The Board of James Bay United Church met on a chilly January 15 evening for a thoughtful and forward-looking meeting grounded in prayer, mutual respect, and shared commitment to the life of our congregation. We also bid farewell from the Board circle to Joanne Keenan and James Troutman. We are truly grateful for their discernment and contributions to the Board during their time as members.

Much of our conversation focused on worship, community, and collaboration. Greg shared an update from the Worship Team with a very positive debrief of Advent and Christmas, highlighting the meaningful joint service with Oak Bay United Church, Christmas in a Minor Key, and confirming plans to continue this partnership through Holy Week. A Lenten program themed around “feasting and fasting” is now in development. The Board also discussed how worship resources are shared and agreed that electronic distribution will now be the default, with printed copies always available upon request.

The Board also turned its attention to governance and leadership for the years ahead. We were delighted to approve Gordon Miller’s nomination as Treasurer and expressed deep gratitude to the now-retired Interim Finance Team for their faithful service during a long transition period.

Recruitment for the next Board will be a key priority, with an emphasis on thoughtful discernment, strong governance skills, and representation across the life of the church. Plans are already underway for a Board retreat this spring focusing on visioning, relationship-building, and shared discernment.

Finally, the Board discussed several important operational matters, including preparations for the AGM (tentatively scheduled for Wednesday, April 15, at 6:30 p.m.), the transition to a new financial reporting system with Cheques & Balances, and next steps for the exterior painting project in partnership with the Victoria Foundation.

Looking ahead, the Board is eager to begin a broader congregational conversation about the future direction of James Bay United Church — asking together who we are becoming and how we are being called to serve in the years ahead.