P.O. Box 2727
Pensacola, FL 32513-2727
Mrs. Mary Hernandez
The Pensacola District
of The United Methodist Church
Beginning in 2016, the only annual charge conference reports to send the district office a week in advance
will be the Pastor Compensation Report, the Report of the Pastor, and the Report of the Committee on Nominations.
Be sure to use the 2017 compensation form!
No Missions Activities form this year.
Before downloading forms please read the instructions above.
Local Church Representative for the District Board of Missions <-- This one is Pensacola District only, not on the AWFC website!
Download here the form to report who is your local church representative for the District Board of Missions.
At the Annual Local Church Charge Conferences, each Church of the Pensacola District shall elect one person to serve this position, LC-DMBR - District Missions Board Representative. It is very important that careful consideration be given to selection of the person for this position. In this instance, "missions" does not refer to benevolence work but rather to the Board's mission of developing new faith communities and local churches. This person should be one who is interested in faith community development and is willing to assist the Board in this mission. This position of REPRESENTATIVE is not the same as the position of local church MEMBER of the District Missions Board, was discontinued several years ago. Each Church is to note who their representative will be on this form (download here) and also, with contact information, on the Report of the Committee on Nominations and Leadership Development. For more information please note the contact person shown on the form.
AWF Conference and General Church Charge Conference Forms:
For the Checklist and remaining Charge Conference forms, continue here to the AWF Conference page: http://www.awfumc.org/2016ChargeConferenceForms.
Good to Know:
The Apportionments Report shows what your church's apportionments will be for the year.
Clergy Compensation Form:
Download the 2017 form here. Instructions (1) Do not use previous years' report form. (2) The ENTIRE form must be completed. Where it says "Home Address" enter the complete HOME address, including city, state, and zip code. (3) If you need the church number, go to the list of churches on our About Us page (click here). Each church's number is in the far right column of the church's listing.
Lay Servant / Lay Speaking Positions and Forms:
For 2016 we'll be using the same Lay Servant / Lay Speaker forms we used in 2015. Please keep this in mind:
A Lay Servant is one who is not yet a Lay Speaker. So the reports are different.
Local Church Lay servant is one that can serve in the local congregation only. This person has only taken the Basic course. They must file an annual renewal report.
A Certified Lay Servant is one that has taken the Basic course and an advanced course and can serve on a limited basis outside the local congregation. They must file an annual report.
Both Local Church and Certified Lay Servant file the same renewal.
A Lay Speaker is a Certified Lay Servant that has taken the 7 required courses and been approved by the district and conference committee. May supply pulpits. This person files the Lay Speaker Annual Report.
If you have questions about Lay Servant/Speaking Ministries, see also http://www.awfumc.org/layservantministries or http://UMCPensacolaDistrict.org/LayServantMinistry.
Parsonage Standards and Checklist
Information on this topic is at the Alabama-West Florida Conference website at http://www.awfumc.org/parsonagestandards.
The Book of Discipline states, “Housing provisions shall comply with Annual Conference housing policy and parsonage standards.” In order to establish a housing policy and housing standard the Annual Conference recommends three options available for the local church. The Annual Conference does not put one option above the other. The options are co-equal, depending upon the local situation. The Charge Conference shall review the recommendations of the Pastor-Parish Relations Committee regarding provision of adequate housing for the pastor(s) of a local Charge in consultation with the District Superintendent, the Charge shall choose one of these three options. Click here to view Parsonage Standards.
The chairperson of the committee on pastor-parish relations, the chairperson of the board of trustees, and the pastor shall make an annual review of the church-owned parsonage to assure proper maintenance. Click here to view a parsonage checklist.
About MS Word Forms
If you save an MS Word form to your computer but can't type on it, try opening and typing on it before saving it. "Save as" a Word format compatible with your computer.
Troubleshooting & Answers to Frequently Asked Questions
Frequently Asked Questions - Miscellaneous Topics
RECOMMENDED MINIMUM SALARY FOR MINISTERS
Beginning in 2015, this information is on the clergy compensation report form.
CHURCH MEMBERSHIP ROLL & MEMBERSHIP RECORDS
Each year, the Report of the Committee on Finance to the annual charge conference includes the question, "Have the financial records of the church and all its organizations been audited for the prior fiscal year?" Although the annual audit report does not need to be included with the other charge conference forms, it is required by the Discipline to be completed after the end of the year. Guidelines for handling of an accountability of funds can be found in the 2013-2016 United Methodist Church Financial Records Handbook and in Guidelines For Leading Your Congregation: FINANCE, available at www.cokesbury.com, and The Local Church Audit Guide, available at www.gcfa.org.
FUND BALANCE REPORT
The Database and Online Reporting
ARE CHARGE CONFERENCE REPORTS SUBMITTED ONLINE?
Most charge conference reports can be completed on computer, some cannot. All must be printed once completed - except database entry work.
What do I do with the printed reports? Beginning in 2016, the only annual charge conference reports to send the district office a week in advance will be the Pastor Compensation Report, the Report of the Pastor, and the Report of the Committee on Nominations. The original set (of all forms) is to be handed to the district superintendent as he/she arrives at the annual meeting. One copy is for the church office file.
There are no FORMS for the local church to submit online; however, charge conference reporting is not considered complete until each local church updates the AWF Conference database concerning who their local church LAY leadership are, what positions they serve, the START DATE when each person's term begins, the END DATE for those whose terms are ending, lay leadership's full contact information, and information about the local church itself (contact information, worship service times, Web page, etc.). For more about updating the database see http://umcpensacoladistrict.org/OnlineReports#database.
What is "Online Reporting"? In regard to charge conference, "online reporting" refers to logging into the Alabama-West Florida Conference database and updating the information shown for your local church. Your database page may also be referred to as the "Local Church Dashboard." No e-mailing is involved in the transmission of the information. This task is the responsibility of each local church, with limited exception. If you are unable to report online please notify the district office, (850) 434-0118.
There are also online reports that are not related to the annual charge conference meeting. For information about these and their deadlines visit our Online Reports page, http://UMCPensacolaDistrict.org/OnlineReports.
STEP-BY-STEP INSTRUCTIONS AND LOGIN INFORMATION
See instructions at http://umcpensacoladistrict.org/OnlineReports#database.
The charge conference Checklist provides a download to instructions. (Click here for the pdf.)
For clarification of what needs to be updated see http://umcpensacoladistrict.org/OnlineReports#database.
Reporting lay leadership for annual charge conferences must include BOTH the official charge conference report form (download "Report of the Committee on Nominations and Leadership Development" here) AND updating the AWFC database. One does not replace the other - NO EXCEPTIONS. With the new AWFC database system, positions have a start date and an end date, so all positions can be entered immediately, no matter what date the officers' terms are effective.
If you need your User Name and Password to log into the database, please feel free to ask the district office, (850) 434-0118. We're here to help!
Questions Related to Charge Conference
HAVING TROUBLE WITH PDF FORMS?
(1) Click here for "How to Fill Out PDF Forms."
(2) Perhaps you need to download the latest PDF Reader? Click here to get the FREE and most current Adobe Reader.
(3) Perhaps your computer is set to not allow pop-ups? Check your internet options.
(4) Perhaps you need to allow more time for downloading? If you have slow internet, the Nominations form, especially, may take a few moments to load.
(5) Are you saving it in pdf format? When you do "save-as," be sure that ".pdf" is at the end of the file name.
(6) If you are trying to type onto a pdf and it won't let you, it may not be a problem with your computer. Some pdfs are not "writeable."
(7) Perhaps you can use an alternate format of the same form?
(8) If you have questions or need to have the forms mailed or e-mailed to you please contact the district office, (850) 434-0118.
WHAT IS THE AGENDA?
The Charge Conference Checklist is the agenda.
You can download the Checklist on the current Charge Conference Forms page at http://www.awfumc.org/2016chargeconferenceforms.
WHAT ARE THE REQUIRED FORMS?
The required forms are listed on the Charge Conference Forms page at http://www.awfumc.org/2016chargeconferenceforms.
See also the Charge Conference Checklist which will be on the Charge Conference Forms page.
WHAT IS MY CHURCH NUMBER? DISTRICT? CONFERENCE?
For many of these forms, you will need the free Adobe Reader. Click here to get the FREE and most current Adobe Reader.
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