The Pensacola District of The United Methodist Church
Monday, October 15, 2018
 
Annual Charge Conference Instructions & FAQ
 
 
Index:       
 
  
 
Instructions for Pensacola District Churches
  1. Before proceeding with any of these steps, please read these instructions in entirety.
  2. Download the Charge Conference Schedule, mark your church's Charge Conference meeting date and time on the calendar, and publicize it to your congregation. 
  3. Mark on your calendar what date to send documents in advance to the district superintendent.
  4. Download, print, and follow the Charge Conference Checklist.
  5. Distribute the documents and issue deadlines for the reports. Instruct individuals sending non-committee reports (such as lay speakers/servants/ministers/deacons, etc.) to put their name on every page of their report. As forms are submitted, be sure they are signed where signature is required.
  6. Follow presentation guidelines: 
    • Please conserve paper. Print double-sided if possible.
    • 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.  
      • Be sure that all reports requiring signatures are signed. Do NOT wait until the charge conference meeting to get signatures.  
      • 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      • For compensation reports, don't use last year's form (now outdated).  Make sure that ALL requested information and signatures are on the form. Where the compensation form requests address, put the complete HOME address (including city, state, and zip code). Make sure the effective date denotes an entire year - start date and end date.
  7. Follow instructions for lay leadership reporting: (See also instructions on the official Checklist.)
    • Update your Church Dashboard by December 15. Please help prevent database errors by following instructions provided here.
    • As soon as possible, in preparation for upcoming clergy appointment consultation work, have a VALID e-mail address in the Dashboard for your PPRC/SPRC chairperson as well as current mailing address. 
    • 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.
  8. Place one COPY of all your charge conference reports in a folder in your church files.
  9. Note which forms have mailing instructions and send the reports as directed.
  10. Mail or e-mail forms that the district superintendent requires in advance. (See the Charge Conference schedule for a list of what to send in advance.)   The mailing address is the UMC Pensacola District Office, P.O. Box 2727, Pensacola, FL 32513-2727.
  11. Pastors, if there is particular business or issues that you believe the district superintendent should be aware of in advance, contact and inform him.
  12. For the meeting, please reserve a table for the district superintendent.
  13. At the charge conference meeting hand the district superintendent the ORIGINALS (already signed) in an unsealed mailing envelope labeled "Original Charge Conference Reports." (This keeps originals separate from copies and and helps keep paper-clipped reports together.)

Troubleshooting & Answers to Frequently Asked Questions
 
 
RECOMMENDED MINIMUM SALARY FOR MINISTERS
This information is on the clergy compensation report form.
 
CHURCH MEMBERSHIP ROLL  & MEMBERSHIP RECORDS
 
PARSONAGE STANDARDS AND CHECKLIST
Information on this topic is at the Alabama-West Florida Conference website at http://www.awfumc.org/parsonagestandards.
 
 
The Database and Online Reporting
 
ARE CHARGE CONFERENCE REPORTS SUBMITTED ONLINE?
Most (if not all) charge conference reports can be completed on computer. All must be printed once completed - except database entry work.
 
What do I do with the printed reports?  See instructions above, near the top of this page. 
 
Charge conference reporting is not considered complete until each local church updates their Church Dashboard. Details are at http://umcpensacoladistrict.org/Reports#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/Reports.
 
STEP-BY-STEP INSTRUCTIONS AND LOGIN INFORMATION
 
DATABASE REQUIREMENT
For clarification of what needs to be updated see http://umcpensacoladistrict.org/Reports#database.
 
LAY LEADERSHIP REPORT REQUIREMENT
Reporting lay leadership for annual charge conferences must include BOTH the official charge conference report form AND updating the AWFC database. One does not replace the other - NO EXCEPTIONS. (Sorry, but sometimes churches do not follow instructions in updating the database, in which case we MUST have the report form in order to fix errors made in entry work.) 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
 
WHAT ABOUT LAY MINISTER INFORMATION AND FORMS?
Visit www.awfumc.org/certifiedlayminister or do a search for this topic at awfumc.org .
 
WHAT ABOUT LAY SERVANT / LAY SPEAKER INFORMATION AND FORMS?
See also Charge Conference forms page.
 
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.
 
WHAT ARE THE REQUIRED FORMS?
 The required forms are listed on the Charge Conference Forms page at http://www.awfumc.org.

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.
 
 
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