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
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:
-
Approval of a motion to forward historical records to the United Church Regional Archives for safekeeping.
-
Renewal of Zeffy (QR code donor app) as an additional fundraising platform alongside CanadaHelps.
-
Appointment of Scott Jantzen as a new signing authority for the church.
-
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.
Summary James Bay United Church Board
September 18, 2025
The Board gathered in the Sanctuary for prayer, reflection, and thoughtful discussion on the life and work of our congregation. Rev. Greg Powell opened the meeting by celebrating the success of the Great Big Open House, which drew neighbours and friends into joyful connection. He also shared updates on the upcoming children’s program launch and ongoing attention to administrative needs within the church.
Key items from the evening included:
-
Bookkeeping and Finances – The Board approved a short-term contract with Cheques & Balances Bookkeeping Services to provide administrative support while exploring longer-term staffing options. The Treasurer position remains open.
-
Community Lunch Program – The Board affirmed strong support for this vital ministry, approving funding to continue the program through the end of the year and endorsing grant applications to sustain it into 2026.
-
Refugee Sponsorship – A new Refugee Fund was established to ensure clarity and accountability in receiving and managing donations for refugee support, in line with Canada Revenue Agency requirements.
-
Archives and Records – Several sets of historical documents will be forwarded to the United Church Regional Archives to preserve the story of the congregation.
-
Continuing Education and Leadership Development – Board members will attend regional workshops this fall to strengthen leadership and policy capacity.
The Board also received updates on the library, greeter scheduling, communications (including new rack cards and the ongoing success of Tuesday Night Jazz at the Church), and pastoral care initiatives.
The meeting closed with prayer and gratitude for the many hands and hearts contributing to the ministry of James Bay United Church.
Blessings from your JBUC Board.