The Pensacola District of The United Methodist Church
Saturday, May 27, 2017
Here for You - Serving Jesus
 
Charge Conference
 
 
Index:       
There is no Missions Activities form for 2016.
 
 
Notes
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.
 
 
Instructions for Pensacola District Churches
  1. Before proceeding with any of these steps, please read these instructions in entirety as well as the information below under the section "Charge Conference Forms."
  2. Here is the 2016 Charge Conference Schedule
  3. Download, print, and follow the Charge Conference Checklist. (Download here.)
  4. Publicize your Charge Conference date to your congregation. 
  5. Distribute the documents and issue deadlines for the reports. Instruct those doing reports that their documents are not to be stapled. Give notification way in advance of the deadline, then give personal REMINDERS still in sufficient time ahead of the deadline. Keep in mind that a copy of (1) clergy compensation reports, (2) the Report of the Pastor, and (3) the Report of the Committee on Nominations (or print-out FROM THE UPDATED DATABASE showing January's officers and their contact information) must be RECEIVED by the Pensacola District Office NO LESS than ONE WEEK prior to your charge conference. The Pensacola District Charge Conference Schedule was distributed 2-4 months in advance in order to provide local churches plenty of time to gather all reports on time.
  6. Follow presentation guidelines: 
    • Print the reports double-sided if possible. Please conserve paper as much as possible.
    • Do not staple, hole-punch or bind the reports in any way.  Paper clips are fine, but no staples are allowed. All pages need to be loose leaf, not in a booklet, so that the district office can easily scan, make copies, fax, and file as needed. 
    • Put the reports in Checklist order. Check for this: 
      • Be sure that all reports are there.  If a report doesn't apply, turn in the blank form with "N/A" across it. This denotes that the form was not forgotten, that follow-up is not necessary.
      • Be sure that all pages of multi-page reports are there.
      • Be sure that each page shows the church name and year/date. Lay servant reports should show the lay servant's name and date on each page.   Some churches do this by creating and affixing Avery label stickers.
      • Be sure that all reports requiring signatures are signed. Do NOT wait until the charge conference meeting to get signaturesReports most often lacking signatures are lay servant and lay speaker reports, since they may require signature(s) on more than one page.
      • Where a report asks for name of district, it should say PENSACOLA DISTRICT. Where a report asks for name of conference, it should say ALABAMA-WEST FLORIDA. Where a report asks for church number, if you don't know what the number is, click here for our About Us page; at the end of each church's listing is the number. 
      • For compensation reports, use the 2017 form. Make sure that ALL information and signatures requested are on the form. Where the compensation form requests address, put the COMPLETE address (including city, state, and zip code). Make sure the effective date denotes an entire year, with start and end dates (for instance, January 1, 2016, - December 31, 2016).
  7. Follow instructions for lay leadership reporting: (See also instructions on the official Checklist.)
    • Complete online reporting (update the AWFC database) by December 15 - regardless of when a change in officers goes into effect.  The AWFC database calls for START dates for positions. END dates are only needed for officers rotating off.  For more about online reporting, how to log in, and answers to other frequently asked questions, continue here
    • In preparation for upcoming clergy appointment consultation work, make sure that the database has a useable e-mail address for your PPRC/SPRC chairperson as well as current mailing address. On the heels of December holidays comes preparation for the 2017-2018 clergy appointment-making season. The bishop and Cabinet will be requesting information from ministers and SPRC/PPRC chairpersons. There is a possibility that preliminary announcements could be sent out sometime in December.   In preparation, local churches will need to have their 2017 SPR chairperson and e-mail address in the AWFC database system by December 15. If the e-mail address is wrong, he/she will not receive the e-mail (SPRC stands for "Staff-Parish Relations Committee" and PPRC stands for "Pastor-Parish Relations Committee.")
    • If you have a new treasurer inform the AWFC Fiscal Office. Any time of the year your local church changes treasurer, even though you updated the database, you will need to notify sharon@awfumc.org and send her the contact information. The Fiscal Office's Shelby financial system is not tied into the AWFC database, so if you do not inform them they will not know and your new treasurer will not be in the correspondence loop.
  8. Make at least one copy of all your charge conference reports.
  9. Make additional copies of documents that you will need to send to other offices as well as to the district office. Examples are Clergy Continuing Education report and certificates, Graduating Seniors List, Deacon report, Extension Minister report, etc. It is each church's responsibility to mail the charge conference forms as instructed.
  10. Place one COPY of all your charge conference reports in a folder in your church files. This copy and the originals should already have all signatures in place before the meeting day, because at the meeting you will be handing all the originals to the district superintendent when he arrives.
  11. Send the district office a COPY of the Pastor Compensation Report, the Report of the Pastor, and the Report of the Committee on Nominations no less than one week in advance of your charge conference meeting. Mail to The UMC Pensacola District Office, P.O. Box 2727, Pensacola, FL 32513-2727. Please allow sufficient time for U.S. Mail delivery. 
  12. Pastors, if there is particular business or issues that you believe the district superintendent should be aware of in advance, contact and inform him.
  13. Hand the ORIGINALS (signed) to the District Superintendent at the charge conference meeting. If possible, please present them in an unsealed mailing envelope labeled "Original Charge Conference Reports"; this will help keep copies separate from originals.
 
Charge Conference Forms   
 
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
 
ANNUAL AUDIT
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

Click here for the Fund Balance Report 2013-2016.

 
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.
 
DEFINITION
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
The charge conference Checklist provides a download to instructions. (Click here for the pdf.)
 
DATABASE REQUIREMENT
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.   
 
LOG-IN QUESTIONS OR PROBLEMS
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?
 Where a form may ask for....
District - put that our district is Pensacola.
Conference - put that our conference is Alabama-West Florida.
AWFC church number - you can look it up here, beside your church name, on our About Us page.
 
 
 
For many of these forms, you will need the free Adobe Reader. Click here to get the FREE and most current Adobe Reader.
 
 
 Copyright © Pensacola District. All rights reserved.