The Pensacola District of The United Methodist Church
Saturday, July 22, 2017
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Messages for Church Office Staff

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July 12, 2017:
2017 Charge Conference Schedule
Attention: Senior Pastors of the Pensacola District

The 2017 Charge Conference Schedule is now posted on the Pensacola District Message Board. Please check the date for your meeting and contact the district office immediately if we need to reschedule.  The final schedule and charge conference instructions will be presented at our July 25 District Clergy & Families Welcome Dinner.

To continue to the Message Board please click here.  To RSVP for the Welcome Dinner please continue here.
June 13, 2017
Please share the Post-Annual Conference survey with your clergy and lay members!
June 8, 2017
On today's District News page post (click here) you'll find the Annual Conference wrap-up and a bulletin insert you can share with your congregation.
May 10, 2017
The AWFC has now posted a link to the 2017 Brochure of Reports on their home page. Click here to download the pdf. This is also on the Pensacola District's Forms & Documents page here, where we have archived previous years' Brochures and Journals.
May 4, 2017
Invitation to OAM Meeting May 9 at Christ UMC, Milton
(Please forward this to your church's Older Adult Ministries leaders, thank you!)
Some of our Older Adult Ministries leaders from around the Pensacola District have been meeting together, and we would like to take this opportunity to invite YOUR local church leaders! All are welcome to join us at our next meeting, which will be at Christ United Methodist Church in Milton on May 9, 11:30 a.m.-1:00 p.m. The focus for our discussion this quarter is addressing opportunities for ministry to the widowed. Bring your own lunch; drinks will be provided. This is not a formal program but a time of sharing experiences, resources, and ideas. For more information contact Dr. Donna Jacobi Pruett (OAM Coordinator for the Pensacola District) at
April 6, 2017
A Word from the AWFC Cabinet:  "Pastoral Appointment Timeline and Reminders"
(AWF-UMC 4/06/2017) - The Alabama-West Florida Cabinet is concluding its third round of appointment making today. Below you will find reminders of dates pertaining to pastoral moves and public announcements about appointments. 
Beginning April 17, 2017, pastors and churches are free to make announcements about pastoral moves in bulletins, newsletters, on Websites and social media.
In light of the stress of moving, the Cabinet has set the following schedule to encourage a smooth and healthy pastoral transition:
May 11, 2017 - The Right Start Workshop
June 18, 2017 - Last Sunday in the current appointment
June 20, 2017 - Moving day 
July 9, 2017 - First Sunday in the new appointment.    
This schedule is slightly different from previous years.  We appreciate your prayers during the appointment season. We seek God’s guidance in all we do and pray for smooth transitions in the coming months. 
[See also:
April 5, 2017
Eat Well-Live Well Health Tips Newsletter
Click here to view the April 5, 2017, Eat Well-Live Well Health Tips newsletter. This issue emphasizes the importance of walking: "Exercise and physical activity are a great way to feel better, boost your health and have fun. Aim for at least 150 minutes per week of exercise." For those who are confined to the office or unable to walk, the newsletter attachment features easy exercises you can do at your chair on your morning or afternoon break.
February 28, 2017
(See also the Pensacola District's Right Start page.)
If your church has changes in clergy appointments, clergy contact information, or clergy compensation, there is important information to send the district office:
  1. a new compensation report form (click here for the current form), and
  2. the clergy's new contact information (NOT pre-move contact information that will be going out of date).  Please copy the list below, paste it into an e-mail, enter the information, and e-mail it to
Clergy full name
Clergy "goes by" name/nickname
Clergy preferred mailing address
Clergy home address
Clergy home phone number
Clergy cell phone number
Clergy office number
Clergy fax number
Clergy e-mail address
Clergy birth date
Name of spouse
Spouse's e-mail address
Spouse's birth date
Date of marriage
February 22, 2017
If your church has ministerial candidates, please let them know about upcoming meetings of the District Committee on Ministry (dCOM). If they need to be added to the schedule they need to contact the chairperson, Rev. Bob Bailey. As soon as meetings notifications are made, we post them here at
November 15, 2016
The revised and updated Safe Sanctuaries training video is now online at For those who may prefer to listen in their car, it is also available in an audio-only podcast. Search “AWFUMC Podcasts” in iTunes. 
October 26, 2016
ABOUT ADVANCE COPIES OF CC REPORTS....  As you know (posted here), there are several charge conference reports that need to be received by the district office at least one week in advance of the meeting. If you'd like, instead of hand-delivering these, you can send them by e-mail!  If you do, send them as an e-mail attachment to Mary, the District Administrative Assistant, at this e-mail address: Mary will be glad to print and put them on the district superintendent's desk for you!  Remember, we don't need ALL the forms sent in advance, just the few that are specified on our Charge Conference Forms page.
NEW SECRETARY?  Be sure to enter your new church secretary in the database (more about that is here) AND subscribe your new secretary to Pensacola District e-news at
ABOUT THAT ATTENDANCE SHEET....  At your annual charge conference meeting, encourage attendees to sign the attendance sheet with their full contact information. If laity not in a leadership position choose not to enter an e-mail address that is fine, but that report surely is a handy reference when mail or e-mail sent to a church officer is returned to the district office!
BOARD OF MISSIONS CC REPORT....  Some churches are not turning in the Board of Missions report at charge conference.  This is not the old form that the district used years ago, this is a new form that we've used only the past year or two.  We need this form. More about it is at
October 11, 2016
Administrative Assistants, please update the AWF Conference database by December 15. Please have your SPRC chairperson information in the system a little earlier, by December 11. Make sure the e-mail and mailing address are correct. Video and pdf instructions are available on the Pensacola District website at, or feel free to contact the Pensacola District Office for assistance.
Here is the video of how to update the leadership information in the Church Dashboard.
September 26, 2016
There will be changes January 2017 for AWFC Clergy & Lay Insurance. You can download the pdf report here.
June 28, 2016
Reminder:  If your church has a change in clergy appointment please note information needed by the district office. Visit
October 27, 2015
Please note charge conference forms that have mailing instructions. For instance, ministers should send a copy of their continuing education report and copy of certificates directly to the AWFC Office of Ministerial Services. There are also mailing instructions on the Graduating Seniors form.
Here are ongoing items:


Professional Information

For information about professional certification and national annual conferences of the Professional Association of United Methodist Church Secretaries (PAUMCS) visit
The following used to be on the Resources page at the PAUMCS website:
Attendance Pads
Glad You’re Here Attendance Card  
Attendance Register
Glad You’re Here Attendance Sheet  
Attendance Sheets
Information Sheet 1  
Bulletin Bead Necklace Information Sheet 2  
CONNECT Pad Used in Worship Information Sheet 3  
Fellowship Pad Prayer Card  
First-time Guest Card Visitor Welcome Pad  
Friendship Pad Wedding Policies & Forms Booklet  
  Welcome Sheet  

Tasks and Expectations

  • The Year-end Statistical Report, also known as "The Ezra Report," is completed and submitted online in January.  Churches have through January 31st to login, complete, and submit the report. 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, or our Online Reports page may provide a quick download link. When you are logged into the system, you can also print a description list of what each question is asking. Work on components of this report all year long, then in January start this report as soon as you can!  Not completing online reports as required may result in loss of clergy appointment. 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. When you hold up your District, you are also holding up the Conference. Details are at
  • Local Church Charge Conference Forms are done sometime between September and December. On this website's Forms page, look under "Charge Conference" for forms, instructions, and the date when your church's charge conference will meet. Closer to charge conference season, when the forms and instructions are ready, our Charge Conference page becomes visible in the left-margin site index.
  • Consultation Reports are due January 31st of each year and are submitted online. For more information visit
  • Conference Database - For information about this topic click here for our Online Reports page.
  • 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, Click here for information on how to post events on the Conference calendar:
  • 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’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 or 1-800-251-8140.  

Whatever report you send to the district office, keep a copy for your own file! 


Forms and Documents

The "Street Survival Guide" is a booklet of resources on how to help the needy.
For Escambia and Santa Rosa Counties, Florida: 
For the guide provided by the EscaRosa Coalition for the Homeless, look for the "Get Help" tab at
For Okaloosa and Walton Counties, Florida: 
At look for the First Call for Help Resource Guide.
(2015 update: the link for the MS Word Resource Guide is at
For record-keeping materials and certificates of baptist and membership, an excellence resource is Cokesbury Publishing House, now at Click here for Cokesbury's page about ordering membership certificates.
Membership and baptism information from the General Board of Discipleship:  (Updated 4/6/2016)
Membership Records and Forms Q&A
A quarterly membership/evangelism report is not 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.
Click here for explanation of membership terms as used in the Ezra statistical report. When the Book of Discipline is revised, look for an updated version of this info sheet in the Ezra statistical report system.                   

Local Church Curriculum, Supplies - How to Order from Cokesbury


Church Software

 (AWFUMC) - Need Church software?  Visit one of the sites below for church management software solutions:
ACS Technologies
Everlasting Business Solutions
Shelby Systems
Shepherd's Staff
The Software Library (Church Management Solutions)
Sage Software Nonprofit Solutions
Church Windows
Christian Computing Magazine

Conference Database

 For information please visit

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