The Pensacola District of The United Methodist Church
Thursday, October 19, 2017
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Charge Conference Paperwork Checklist

 

 

 
UPDATESome of the charge conference forms originally distributed to district offices had some quirks and had to be repaired. As they are repaired they are reuploaded onto the conference Web page. If you experience problems with one of the forms, you can (1) go to the AWF Conference page and try downloading it again, (2) try updating your Adobe Acrobat Reader program, or (3) contact your district office to request a different version. Please e-mail what form(s) you need so that we can reply with the attachment(s).  The AWFC page is http://www.awfumc.org/2017chargeconferenceforms. We'll also be updating the district's charge conference page accordingly. 
 
UPDATE 9/7/2017:  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.
 
UPDATE 9/11/2017: Please discard previous years' forms and use this year's. There is no Missions form or Membership Audit form this year.
 
 

Before Charge Conference:

 

Reports to send to the D.S. at least one week before your Charge Conference meeting: *

____ Summary List of Nominations and Committee Members to be voted on at charge conference
              OR Report of the Committee on Nominations & Leadership Development (Lay Leadership form) - Select PDF / Word
Instructions from Pensacola District Superintendent Tim Trent to Senior Pastors: 
The Report of the Pastor form asks for the names of those added and subtracted from the roll by category.  What I want the senior pastor to report in advance is the total number added and subtracted by category, the number baptized and to answer these questions:  (1) Have you conducted a confirmation class this past year? (2) How many have been confirmed this past year? 
____ Pastor Compensation Form for all clergy serving under appointment 
(Effective date must show start AND end dates. Home address must include city, state, and zip.)
____  If there is particular business or issues the Senior Pastor believes the D.S. should be aware of in advance, the Senior Pastor should inform him.
 
* Mail a copy of the above reports to The UMC Pensacola District Office, P.O. Box 2727, Pensacola, FL 32513-2727. Allow sufficient time for delivery.
 
 

At Charge Conference:


____ At the meeting give the D.S. the original, signed, unstapled reports in a mailing envelope labeled "Original Charge Conference Reports."

____ Welcome/ Devotion

____ Appointment of the Secretary (The secretary should sign the minutes form.)

____ Registration of Attendance (This must be submitted with your charge conference paperwork.)
 
Charge conference paperwork is not complete unless signatures are on all forms where requested!

 

Reports to be acted upon at the Charge Conference and submitted in the packet:

 
Where forms ask for district, put Pensacola if your church is listed on our About Us page.
Where forms ask for Conference, put Alabama-West Florida if your church is listed here on the AWFC website.
Where forms ask for your church number, look for it beside your church's listing on our About Us page.
If a form doesn't apply, send a blank copy (page one) clearly marked "N/A" or "Does Not Apply." This lets us know that you didn't accidentally omit it.
 
____ Summary List of Nominations and Committee Members to be voted on at charge conference

(Provide copies to hand out.)

____ Report of the Committee on Nominations and Leadership Development (Lay Leadership form - REQUIRED) - select PDF / Word

(Neither the Summary List nor Church Dashboard update replace this report. Show complete mailing addresses, phone numbers, and e-mail addresses.)

____ Lay Speaker/Lay Servant Reports

____ Certified Lay Minister Annual Report

____ Report of the (Senior) Pastor (By each name put the date added or subtracted.) If the pdf doesn't work, here it is in MS Word.

____ Vote on persons to be removed from the Church roll by action of the Charge Conference

(Each church must send a signed copy for the district office to keep on file.)

____ Pastor Compensation Form for all clergy serving under appointment 

(Effective date must show start AND end dates. Home address must show city, state, and zip.) 

Other reports to be submitted as a part of the Charge Conference packet:

____ Minutes form (one for each church on the charge)

(For question 16 you can list things such as Imagine No Malaria, White Christmas, etc.)

____ Report of the Trustees  (one for each church on the charge) If the pdf doesn't work, here it is in MS Word.

The Accessibility Audit form requested on the Trustees form is here: PDF / MS Word.

____ Report of the Committee on Finance (one for each church on the charge). If the pdf doesn't work, here it is in MS Word.

____ Most recent financial statement reflecting income, expenditures, and correct balance on ALL funds

____ Pastor’s Annual Continuing Education Report (one for EACH pastor plus certificates documenting CE credit). Here is the form in MS Word.

(one for each church on the charge - even if your church doesn't currently have an historian)

(UPDATE:  There is now a new code in the AWFC database for this position:  LC-LCR-DBCD.

Do not use the old code which was labeled for District MISSIONS Board. Thank you!)

____ Copies of the Minutes of any special session of Charge/Church Conference held during the year

____ Campus Ministry Report  (one for each church on the charge). Here is the form in MS Word.

____ Parsonage Checklist (REQUIRED)

____ Deacon Annual Report (if applicable)

____ Appointment to Extension Ministry (if applicable)

 

After Charge Conference:

 

Of the forms listed above, these are the ones with mailing/forwarding instructions:

____ Appointment to Extension Ministry

____ Campus Ministry Report (one for each church on the charge)            

____ Certified Lay Minister Annual Report

____ Certified Lay Servant Annual Report

____ Certified Lay Speaker Annual Report           

____ Deacon Annual Report

____ Local Church Annual History Report (one for each church on the charge)

____ Pastor’s Annual Continuing Education Report (one for EACH pastor plus certificates documenting CE credit)

 

Information to submit online: 

___ Update your Local Church Dashboard before December 15
THIS FORM SHOULD BE SUBMITTED.
Make sure all contact information (including e-mail address) is provided for your leaders.
Put an END DATE for persons who will be no longer serving in that particular position.
The Summary List and the Report of the Committee on Nominations and Leadership form do not replace this report.
If you need assistance please contact the district office.
 

 
The 2017 Charge Conference forms page at the AWF Conference website is http://www.awfumc.org/2017chargeconferenceforms.
 
Additional Information:
 
Video for Training Your Church Leaders about Safe Sanctuaries - If your church has already adopted and put into practice a Safe Sanctuaries policy, wonderful! Now we ask you to assist your fellow members in becoming knowledgeable about the requirements, including the essential requirement of ongoing training and reporting. Continue here for more >>
 
* A 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 files 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. 

 

For many of these forms, you will need to download the FREE Adobe Reader: 

Need to know how to fill out PDF Forms? Click HERE.

Fund Balance Report 2013 - 2016 (Annual Audit)
The Committee on Finance is required to make provision for an annual audit of the records of all the financial officers (including the financial secretary of church, business manager, and treasurers) of the church and all its organizations and shall report to the Charge Conference.  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 http://www.cokesbury.com, and The Local Church Audit Guide, available at http://www.umc.org/gcfa.

THIS REPORT IS TO BE COMPLETED AFTER THE END OF THE YEAR.  THIS REPORT DOES NOT NEED TO BE INCLUDED WITH YOUR OTHER CHARGE CONFERENCE FORMS.

Click HERE to access the Fund Balance Report.