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
November 27, 2025
The Board met on November 27 in the sanctuary, beginning as always with prayer, the lighting of the Christ candle, and a brief check-in with one another. Greg’s minister’s report focused on Advent and Christmas preparations already underway throughout the building. He also shared an update on the Affirming Committee: several people have agreed in principle to serve, and more members are being sought. There is interest in honouring our long-standing focus on 2SLGBTQIA+ inclusion while also exploring a broader understanding of what it means to be an affirming congregation in today’s context.
A significant portion of the meeting was devoted to caring well for people who use our building and grounds, including unhoused neighbours and rental tenants. The Board reflected on recent challenging situations and affirmed the importance of pairing compassion with clear safety practices for staff and volunteers. Work will continue on the practical implementation of our existing Unhoused Care and Rental/Tenant policies, including training and up-to-date contact information for those on the front lines of ministry.
We also heard updates on several ministries and programs. We are preparing a special Thrift Shop volunteer celebration on December 13, reviving the much-loved tradition of gathering over a shared meal. The stewardship campaign has exceeded its financial goal, and the many new volunteer commitments together represent the equivalent of two full-time positions—an extraordinary sign of generosity and energy within the congregation. The Board also approved a dedicated library budget line for 2026 and confirmed a path forward for the James Bay Community Chorus, including modest fee changes and a review of the program’s viability in 2026.
Looking ahead, the Board began naming the scale of our building needs—painting, heating, and other infrastructure work that could total several hundred thousand dollars over the coming years. This will require careful planning and, in time, a major fundraising effort. We will continue to keep the congregation informed as plans take shape.
Finally, the Board received an initial request for James Bay United to serve as a home for a sacred Indigenous powwow drum as part of ongoing reconciliation work. We regard this as a deep honour, and early conversations will explore what this might look like in a good and respectful way.
As always, if you have questions or would like to know more about any of these items—or are feeling a nudge toward Board service in the coming year—please speak with Martin or Greg.
Summary James Bay United Church Board
October 16, 2025
The Board met in the Sanctuary for prayer, reflection, and thoughtful conversation about the many ways our congregation continues to serve and grow together.
Rev. Greg reported that Advent and Christmas planning is well underway, including a Christmas in a Minor Key collaboration with Oak Bay United Church and a Winter Solstice concert by Cari Burdett. The fall stewardship campaign will soon invite members to reflect on their giving and on what it means to belong to this faith community.
The Fund Development Team presented a renewed five-year plan focusing on sustainable stewardship, creative fundraising, social enterprises, and legacy giving. The Board approved the plan, affirming our commitment to long-term financial health and community engagement.
Bookkeeping and administration continue to transition smoothly. Cheques & Balances Bookkeeping Services has been contracted for six months, with thanks expressed to our outgoing bookkeeper for her professionalism and dedication. A small gift and card of appreciation will be shared with her at an upcoming service.
The Community Lunch Program remains a bright spot of connection and compassion, with grants submitted to support its 2026 operations. New volunteers have joined, and a winter clothing table is being planned in partnership with the Thrift Shop.
The James Bay Community Chorus continues to flourish, welcoming 25–35 singers weekly. The Board will continue to explore options to ensure the program’s sustainability within our arts ministry.
Other updates included:
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Approval of a motion to forward historical records to the United Church Regional Archives for safekeeping.
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Renewal of Zeffy (QR code donor app) as an additional fundraising platform alongside CanadaHelps.
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Appointment of Scott Jantzen as a new signing authority for the church.
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Continued exploration of a bike rack and upcoming training opportunities through the Victoria Foundation.
The meeting closed in prayer and gratitude for all who offer their time, energy, and spirit to the life of the church.
Blessings from your JBUC Board.