The Pensacola District of The United Methodist Church
Monday, July 16, 2018

Quick Links:


        Notes for Church Office Staff

Annual Conference Book of Reports
The Brochure of Reports was recently renamed the Book of Reports. You can download the 2018 book at the Pensacola District's Forms & Documents page.
Change in Clergy Information?
If you have a change in clergy appointment or personal information, please send the completed Clergy File Information Form to the Pensacola District Office.
Clergy Compensation Report Form Revised March 2018
If you have a change in clergy appointment or compensation, please send the district office a new completed Clergy Compensation Report Form (revised 2018). Thank you! (This original version was only given to district offices as an unfillable pdf. Please contact Belinda Carnegie at the AWFC Office ( if you need a fillable format.)
Change in Clergy Appointment or Compensation?
If your church has a change in clergy appointments or compensation send the district office a new Pastor Compensation Form.
If your clergy have a change in clergy appointment send the district office the Clergy File Information Form.
Our Partnership Regarding the AWF Conference Database
Each year, December 15 is the deadline for churches to update their church information (contact info, worship times, etc.) and lay leadership information in the AWF Conference database for the upcoming year.  Even after December it is important for local churches to keep their Dashboard (AWFC database) up to date.
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 on how to update your leadership information.)
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. 
Ministerial Candidates
If your church has new ministerial candidates, please have them visit
Other Items
  • Here is a memo sent to Secretaries January 2008, still applicable today.
  • Whenever your church has a change in treasurer (even if this is already updated in the database), please notify and send her the contact information so that your new treasurer will receive important Fiscal Office correspondence/reports/e-mails. Thank you!
  • Make sure that your SPRC chairperson is correctly listed in the database WITH AN E-MAIL ADDRESS that can receive announcements about January's consultation report. Don't wait until January, because preparatory information might be sent out in December. 
  • Is your church on Facebook?  If so, please click here to add the URL to the AWFC database.
  • The General Board of Discipleship offers direction on what to include in writing congregational policies on sexual abuse / harassment / misconduct / prevention. The page to visit is  See also "How to Begin Developing & Updating Safe Sanctuary Policies for Your Congregation" - from Discipleship Ministries.
  • The Alabama-West Florida Conference has a privacy policy concerning giving out contact information that is in the database.  You can view it via the FAQ page at - or download here.
  • From Mary Catherine Phillips regarding media procedure. >>>
  • Secretaries, have you entered yourselves into the database so that we can reach you? Are you coded either as a Church Secretary or Business Administrator? Is your contact information complete and correct?  



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 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 - For information about this topic visit
  • Conference Database - For information about this topic click here for our 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.  You can submit items for the District Calendar by e-mailing the details to the district office,
  • 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 If you have questions about updating your Find-a-Church information, contact United Methodist Communications at or 1-800-251-8140.    


 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
Click here for sample explanation of membership terms. (This is from 2014 Ezra statistical report system). Look for an updated version of this info sheet in the Ezra statistical report system or the current Book of Discipline.                   

            Local Church Curriculum, Supplies

      Go to


Professional Information

 For information about professional certification and national annual conferences of the Professional Association of United Methodist Church Secretaries (PAUMCS) visit




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
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

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