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
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.
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.
Blessings from your JBUC Board.