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Secretaries Page

Contents: 

• Messages for You from the District Office 
  
  • Order Conference Clergy Directories and Journals Here
  • Bulletin Inserts for Annual Conference Missions Offering and UMCOR Kits
  • National PAUMCS Conference is April 12-15 in Virginia
• Online Pastor Benefits Calculator
• Professional Association
  
• Tasks and Expectations
• Forms and Documents
  
• Membership Records and Reporting
• Church Management Software Guidelines
• Local Church Information Page at the Conference Website
• Conference Database
  

Messages for You from the District Office

• Church Secretary Training Set (UMNS, Nashville, TN) — A special training seminar on church administration and administrative duties will be held July 15-20 at the office of the General Council on Finance and Administration. The GCFA offers this program in support of the Professional Association of United Methodist Church Secretaries, formed 30 years ago to “provide individual growth, professional development, continuing education, spiritual enrichment and work toward the betterment of The United Methodist Church.” Interested people may contact Cynthia Haralson, the GCFA staff person to PAUMCS, at (615) 369-2386 or charalson@gcfa.org.
• Order Conference Clergy Directories and Journals here. Last day to order is July 31, 2012.
• Please distribute these bulletin inserts about bringing UMCOR kits to Annual Conference.
• Please distribute these bulletin inserts about the Annual Conference Missions Offering.
• Would you be willing to send Blue Lake $20 each month in 2012? How about a one-time donation of $20 or more?  If you like Blue Lake pass it on! Please print copies of this bulletin insert and distribute it in your church bulletins and newsletters, place some on your vestibule table, and clip some on bulletin boards around your church so that folks can pledge. Thank you!
• By December 15 churches were to update the AWFC Database. If you didn't, or if you've had changes in officers, please update these key positions now (then work on the other positions after the Online Reports are done):  lay delegates, alternates, PPR Chair/SPR Chair, PPR/SPR Committee members, then positions listed on page one of your "Committee on Nominations" charge conference report.  This is important for administrative as well as communications purposes.
• National PAUMCS has posted on their website some resources and sample forms recommended by their members. You might find their Resources page helpful. Here are examples: 
  • How to Handle Conflict
  • Building Use Policies and Fees
    
  • Job Descriptions - Sample:  Church Secretary
  • Kitchen Use Policy guidelines
  • Support Staff Policies, Forms, Evaluations
  • Wedding Policy Booklet
• Is your church on Facebook?  If so, please click here.
• The National PAUMCS Conference will be in April 12-15, 2012, at Richmond, Virginia. Download brochure here. Click here for website.
• Free software downloads from United Methodist Communications >>>
• Do you have the latest copy of the Pensacola District Directory? If you would like to know the URL and thus be able to view the most current edition each time you access it, e-mail your request to office@umcpensacoladistrict.org, or call us at (850) 434-0118 to request a printed copy.
• The Alabama-West Florida Conference has a Privacy Policy concerning information that is in the database.  You can view it via the FAQ page at www.awfumc.org - or download here.
• Mary Catherine Phillips e-mailed secretaries 3/28/2011 regarding media procedure. >>>
• Secretaries, have you entered yourselves into the database so that we can reach you? Are you coded as a Church Secretary or Business Administrator? Is your contact information complete and correct?)

Tasks and Expectations 

• Year-end Statistical Reports are completed and submitted online in January.  Churches have through January 31st to login, complete, and submit the report. Beginning in 2011, input is integrated with the database of the General Council on Finance and Administration. If you need a worksheet, you can print a blank copy of the questions while you are in the system. You can also print a description list of what each question is asking. View the 2011 description list here.   Start this report as soon as you can!  Waiting until the last minute is an unkind disservice to laity from whom you may need to request data for the report, and at the final hour they may be unavailable.Local Church Charge Conference Forms are done sometime September - December. See this website's Forms page for the forms, instructions, and the date when your church's charge conference will meet.
• Local Church Charge Conference Forms are done sometime September - December. See this website's Forms page for the forms, instructions, and the date when your church's charge conference will meet.
• Reflection/Evaluation/Appointment Preference Reports were due online February 1, 2011. Pastors were to login and enter their reports, and SPR Chairpersons were to login and enter their reports. See the Log-in Here page. After you submit the report, double-check that this indeed occurred.  Just log back in and look on the report page. At the bottom of the page the names of the reports will be listed. If it says it has been submitted, it has been submitted. If it does not say it has been submitted, it has not been submitted.
• Conference Database - Local churches are expected to keep their database information up-to-date year 'round. This includes elected officers and committees with full contact information, as well as details about the local church itself, such as address, website, e-mail, directions, worship times, etc. (Login here.)
• Support Connectional Efforts - The District and Conference need your support regarding the planning and announcing of events. Most people will not be aware of events outside their local church unless the events are publicized by their local church. When putting items on your church calendar and in your bulletins and newsletters, please refer to district and conference calendars and help us publicize events. In turn, we would also like to know about and help you publicize YOUR special events that would interest other Methodists outside your local church. You can submit items for the District Message Board by e-mailing the details to the district office, office@umcpensacoladistrict.org. You can put events on the Conference calendar by entering the information into the Conference database. (Login here.)
• Keep "Find-a-Church" profile updated. Click here to find out how.  Pastors and Secretaries, remember to update your church’s “Find-a-Church” profile that is at http://UMC.org.  UMC.org’s Find-a-Church feature helps visitors find your church all through the year; however, what visitors see when they view your church’s self-updatable profile is up to you.  Find-a-Church does more than simply list your church’s address and phone number. Newly enhanced, it now offers the opportunity to list all of your church’s ministries, including event schedules, locations, and special notes. With easy-to-use templates that make entering and updating information a breeze, it’s never been easier to highlight your church’s programs and unique points of entry – from daycare to basketball leagues. Also available are opportunities to personally welcome visitors to your congregation, introduce your members, add details about your worship schedule, and link to your church’s Web site.   More than 35,000 United Methodist churches are listed in Find-a-Church, and it directs almost 300,000 people to local churches every month. Even more people will soon access Find-a-Church, as it is a key component of a new Web site featured in nationwide advertising for Rethink Church – the next evolution of The United Methodist Church’s Open Hearts advertising and welcoming campaign. Click here to find out how to update and enhance your church’s Find-a-Church profile.  If you have questions about updating your Find-a-Church information, contact United Methodist Communications at FAC@umc.org or 1-800-251-8140. 

Certificates of baptism and membership

 

Membership and baptism information from the General Board of Discipleship

 

The quarterly membership/evangelism report is no longer required by the Pensacola District. Those added to and subtracted from the roll are listed on the annual charge conference Report of the Pastor form.  

 

Church Software

Conference Database

Answers to frequently-asked questions

Instructions

 Log in

Online Reporting, Troubleshooting

 

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