The Pensacola District of The United Methodist Church
Monday, October 23, 2017
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Messages for Church Office Staff

 
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October 19, 2017
The deadline for churches to update the AWF Conference database is December 15. Please be sure that the contact information is correct. If you have e-mail addresses for chairperson and staff positions, please be sure that there is a valid e-mail address in the system. Video and pdf instructions are available on the Pensacola District website at http://umcpensacoladistrict.org/OnlineReports#database, 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.
 
October 16, 2017
AWFC Announces Event Promotion Guidelines (PDF)
(AWF-UMC 10/16/2017) - The Alabama-West Florida Conference cabinet and CORE team have approved new guidelines for promoting events in the conference. This will streamline how information is submitted, where events are promoted and also provides suggestions on how groups can help promote their events. The conference will be sending a survey in the coming weeks to better understand more about when, where and what people are interested in attending. Click here to review document.

 
Agency Partners with Church Software Company 
(GCFA) - Responding to inquiries from local churches about the need for church software to help manage church administrative functions, Church Windows, a leading provider of church management software, is the latest organization to partner with GCFA to support local church ministries. Details here.
 
October 6, 2017
The United Methodist Children's Home has this year's White Christmas materials ready! Continue here to order. >> 
 
October 4, 2017
If you are experiencing problems with the 2017 charge conference forms, look again on our page here to see if an alternate version is available. If it's a GCFA form you're having problems with, you can check http://www.gcfa.org/forms-and-resources.
 
September 27, 2017:
Pensacola District churches, when preparing for charge conference, go FIRST to the district website! 
 
 
From Your District Administrative Assistant:
Here at the district office we've been receiving questions about annual charge conferences, such as what forms are required and where to get them. One of the most-asked comments is, "I don't see the such-and-such form on the list. Is that required this year?"
 
In anticipation of (or in response to) questions folks ask, we have the Pensacola District charge conference forms page. Every charge conference season, head right over to the district website.  Chances are, we've already answered FAQ!  It's all here - checklist, schedule, forms, and UPDATES. You can find the page via here on our Message Board or the site's left-column index. 
 
P.S. - Please do NOT staple reports.  Again this year, we're getting forms that are stapled. As highlighted on our cc forms page, please don't do that. We have to go through all 51 churches' sets of reports and remove all the staples. Thank you.
 
Important Date for Your Calendar:  Sunday, November 5
Each year, Pensacola District churches are asked to suspend regular activities on the afternoon and evening of the first Sunday in November so that everyone can attend the annual Pensacola District Conference and the District Youth Fused Conference. Please be sure these events are on your calendar!  
  • The 2017 Pensacola District Conference will be November 5, 4 p.m., at Navarre United Methodist Church. All are invited to attend. (More details TBA.)
Also on November 5, youth and youth leaders from all over the Panhandle will gather at the Community Life United Methodist Church in Gulf Breeze 4:00-6:30 p.m. for the Pensacola District Youth Fused Conference. All are invited to this time of food, fun, worship, and fellowship. 
 
September 11, 2017:
Bruce Knecht, our district director of Lay Servant Ministries, asked that we send out an announcement to churches to discard previous years' lay servant and lay speaker forms and use only this year's forms. Please make sure your laity know that. You can read the announcement we sent on our District News page.
 
Speaking of this year's forms....  You probably noticed that the Membership Audit form and the Missions form are not on this year's charge conference forms list. That was intentional. They are not required this year.
 
September 7, 2017:
There is now a new code in the AWFC database for the Local Church Representative to the Pensacola District Board of Church Development. The new code is LC-LCR-DBCD. The form has been  revised to show the new rather than old code. Do not use the old code anymore, which is for a District MISSIONS Board.  The Board was renamed this past year.
 
Should Our Church Be a Shelter to Evacuees?  Click here for a 2-page document on this topic from the AWF Conference.
 
August 18, 2017:
 
August 9, 2017:
The 2017 Charge Conference checklist for the Pensacola District is somewhat different from the Conference-wide checklist!
Please note that instructions from Dr. Trent about what he requires a week in advance are a little different and more specific this year.
The Pensacola District checklist includes links to the forms and can be found at http://umcpensacoladistrict.org/ChecklistWithLinks.
 
July 31, 2017:
The Pensacola District's Charge Conference forms page is http://UMCPensacolaDistrict.org/CCforms.
 
July 12, 2017:
2017 Charge Conference Schedule
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.  To continue to the Message Board please click here
 
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 office@umcpensacoladistrict.org.
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 http://UMCPensacolaDistrict.org/Officers.
 
November 15, 2016
The revised and updated Safe Sanctuaries training video is now online at https://vimeo.com/153825661. For those who may prefer to listen in their car, it is also available in an audio-only podcast. Search “AWFUMC Podcasts” in iTunes. 
 
June 28, 2016
Reminder:  If your church has a change in clergy appointment please note information needed by the district office. Visit http://UMCPensacolaDistrict.org/RightStart.
 
October 27, 2015
Please note charge conference forms that have mailing instructions.
 
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 http://PAUMCS.org.
 
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 http://UMCPensacolaDistrict.org/OnlineReports.
  • 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 http://UMCPensacolaDistrict.org/OnlineReports.
  • 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, office@umcpensacoladistrict.org. Click here for information on how to post events on the Conference calendar: http://umcpensacoladistrict.org/Calendars#find_events.
  • 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.  


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 ECOH.org.
For Okaloosa and Walton Counties, Florida: 
At http://www.united-way.org/ look for the First Call for Help Resource Guide.
(2015 update: the link for the MS Word Resource Guide is at http://www.united-way.org/211.htm.
 
For record-keeping materials and certificates of baptist and membership, an excellence resource is Cokesbury Publishing House, now at http://www.umph.org/. 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  www.acstechnologies.com
Everlasting Business Solutions  www.everlastingbusiness.com
Shelby Systems  www.shelbyinc.com
Shepherd's Staff  www.shepherdsstaff.org
The Software Library (Church Management Solutions)  www.softwarelibrary.com
Sage Software Nonprofit Solutions www.sagenonprofit.com
Logos  www.logoslbe.com
Church Windows  www.churchwindows.com
Christian Computing Magazine  www.ccmag.com
 
Agency Partners with Church Software Company 
(Posted 10/16/2017)

(GCFA) - Responding to inquiries from local churches about the need for church software to help manage church administrative functions, Church Windows, a leading provider of church management software, is the latest organization to partner with GCFA to support local church ministries. Details here
 
 

Conference Database

 For information please visit http://UMCPensacolaDistrict.org/OnlineReports.
 



 
 
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